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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 2013-14 Statewide Evaluation Data Report

The 2013-14 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 One) and the Legislative Report Data (Tab Two) on the Excel workbook.

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, at 916-319-0290 or by e-mail at

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



1. High School Name

List each high school funded in 2013–14.

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. Program Intake Date (PID)

Report the date (MM/DD/YYYY) the student entered the after school program, 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, e.g., if you have an eleventh grade student in your ASP in 2013–14, but they started your ASP when they were in tenth grade, the "Program Intake Date" 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 (9–12)

Enter the grade level (9–12) of the student during 2013–14.

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 ASSETs Program

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

The following instructions refer to the fields in Tab Two––Report Data on the 2013–14 Statewide Evaluation Data Reporting form. Do not add additional columns or information on this spreadsheet.



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 2013–14

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

4. Actual Funds Expended 2013–14

Total expenditures reported for FY 2013–14. This amount cannot exceed the Grant Award Amount indicated in column 3.

Note: Grantees have 18 months to expend ASSETs funds. For FY 2013–14, ASSETs funds must be expended by December 31, 2014. Since this report is due December 5, 2014, please estimate the total funds to be expended for FY 2013–14.

5. Total Number of Students Served in 2013–14

Cumulative total of daily attendance counts between 7/1/2013 and 6/30/2014.

6. Number of Students Planned to Be Served 2013–14

From the original Request For Application (RFA), 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 2013–14 calculated on the basis of the equivalent of a 3-hour day for 180 days (540 hours) per school year.

Calculation = (total 2013–14 expenditures [actual or estimated] / Total number of students served in 2013–14 [see #5 above]) x (540 hours / Total hours of operation in 2013-14)

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"

9. Justification Narrative for Average Cost Greater than $10 Per Student Per Day

If "Yes” for Column 8 above, 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.

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

Enter "Yes" or "No"

11. Justification Narrative for Student Sub-Groups

If "Yes" for Column 10 above, 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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