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Evaluation Instructions ASSETs Programs

Instructions on how to report student outcome data for 21st Century High School After School Safety and Enrichment for Teens (ASSETs) programs.

Instructions for Completing the 2012-13 Statewide Evaluation Data Report

The 2012-13 statewide evaluation data collection report must be completed by all 21st Century High School After School Safety and Enrichment for Teens (ASSETs) Program grantees (see California Education Code (EC) Section 8427). Grantees must complete both the Accountability Data (Tab 1) and the Legislative Report Data (Tab 2) on the Excel workbook.

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

  1. Due Dates (Excel Workbook – Sheet Tabs 1 and 2)
    • The completed Excel workbook (Tabs 1 and 2) must be received by the California Department of Education by December 6, 2013.
    • Save your spreadsheet using the file name: [Grantee Name] 2012-13 ASSETs Eval. Submit the electronic file as an e-mail attachment to aspeval@cde.ca.gov or on a CD to:

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


    • Hard copies of Excel workbooks will not be accepted.

  1. Accountability Data (Excel Workbook – Sheet Tab 1)

    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 fields in Tab 1 – Accountability Data on 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 ASSETs 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. 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. High School Name

List each high school funded in 2012-13.

2. CDS Code

List the County-District-School (CDS) code assigned to each high 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. Date of Program Intake

Report the date (MM/DD/YYYY) the student entered the after school program, 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 an eleventh grade student in your ASP in 2012-13, but they started your ASP when they were in tenth grade, the "Date of Program Intake" is the date they started the program in tenth 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 (9-12) of the student during 2012-13. For those attending only summer school or intersession, indicate the grade level following the session.

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 "Date of Program Intake" column or the first year for which data are available. 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 "Date of Program Intake" column or the first year for which data are available. Once the baseline data is established, it doesn't change if you report this student in your ASP in subsequent years.

8. 2012 CST Mathematics Subject Code

Indicate the mathematics subject the student took on the 2013 CST in mathematics. Use the numeric codes below to report the subject.

1 = Algebra 1
2 = Algebra 2
3 = Geometry
4 = Integrated Math 1
5 = Integrated Math 2
6 = Integrated Math 3
7 = General Math
8 = Other (e.g., Summative High School)

9. CAHSEE English/Language Arts Results

Indicate whether the student passed the English/language arts portion of the California High School Exit Examination (CAHSEE) by the end of the 2012-13 school year. Use the numeric codes below to report the CAHSEE results.

1 = Not Taken
2 = Did Not Pass
3 = Passed in 2012-13
4 = Passed Previously

10. CAHSEE Mathematics Results

Indicate whether the student passed the mathematics portion of the CAHSEE by the end of the 2012-13 school year. Use the numeric codes below to report the CAHSEE results.

1 = Not Taken
2 = Did Not Pass
3 = Passed in 2012-13
4 = Passed Previously

11. 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 "Date of Program Intake" column or the first year for which data are available. Once the baseline data is established, it doesn’t change if you report this student in your ASP in subsequent years.

12. Days Enrolled in Regular School Day

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

Note: Baseline information should be reported for the school year prior to the date listed in "Date of Program Intake" column or the first year for which data are available. Once the baseline data is established, it doesn't change if you report this student in your ASP in subsequent years.

13. Days Absent from Regular School Day

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

Note: Baseline information should be reported for the school year prior to the date listed in "Date of Program Intake" column or the first year for which data are available. Once the baseline data is established, it doesn’t change if you report this student in your ASP in subsequent years.

14. Days Attended ASSETs Program

Report how many days the student attended ASSETs-funded activities in 2012-13.

  1. Legislative Report Data (Excel Workbook – Sheet Tab 2)

    The following instructions refer to the fields in Tab 2 – Report Data on the 2012-13 Statewide Evaluation Data Reporting form. Do not add additional columns or information on this spreadsheet.

COLUMN

REQUIRED DATA

1. Grant ID

List the ASSETs Grant ID number from the ASSIST database.

2. School Name

List each high school funded under this Grant.

3. Grant Award Amount 2012-13

List the Grant Award Amount for each high school identified in column 2.

4. Actual Funds Expended 2012-13

Total expenditures reported for FY 2012-13. This amount can not exceed the Grant Award Amount indicated in column 3.

Note: Grantees have 18 months to expend ASSETs funds. For FY 2012-13, ASSETs funds must be expended by December 31, 2013. Since this report is due December 6, 2013, please estimate the total funds to be expended for FY 2012-13.

5. Total Number of Students Served in 2012-13

Cumulative total of daily attendance counts between 7/1/2012 and 6/30/2013.

6. Number of Students Planned to Be Served 2012-13

From the original Request For Application (RFA), Form D.1. Grant Amount Calculator.

Calculation: (# of program days x # of students to be served per day)

7. Average Cost Per Student Per Day Based on Equivalent of a 3-Hour Day for 180 Days Per School Year

Average cost per student per day for ASSETs-funded services for FY 2012-13 calculated on the basis of the equivalent of a 3-hour day for 180 days (540 hours) per school year.

Calculation = (total 2012-13 expenditures [actual or estimated] / Total number of students served in 2012-13 [see #5 above]) x (540 hours / Total hours of operation in 2012-13)

Budget Act Requirement: In calculating average cost per student per day, a student shall not be counted for attendance unless the student is under the direct supervision of after school program staff funded through the grant.

8. Average Cost Greater Than $10 Per Student Per Day?

Enter "Yes" or "No" - if "Yes," provide a narrative with specific reasons why the costs are justified and cannot be reduced.

Budget Act Requirement: If the average cost per student per day exceeds $10 per day, the department shall provide specific reasons why the costs are justified and cannot be reduced.

9. Is Attendance Restricted to Any Particular Sub-Group of Students?

Enter "Yes" or "No" - if "Yes," provide an explanation of the circumstances and necessity of this restriction (this explanation should tie back to your original RFA).

Budget Act Requirement: Each program shall identify if the attendance of students is restricted to any particular subgroup of students at the school in which the program is located.

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