Directions for the 21st Century Community Learning Centers Quarterly Performance Report

All 21st CCLC grantees are required to submit quarterly program status reports to PDE in addition to the Quarterly Expenditure Reports. These reports contain information about your program’s operations, implementation, enrollment, budget, and challenges. These reports also address certain critical elements required by the legislation that governs 21st CCLC funds.

This format has been provided to assist you in reporting consistent, accurate information to the PDE. This directions document will provide you with information about filling in and submitting the report.

This Excel format contains six (6) or seven (7) tabs where you will enter information. The number of tabs and the order of the quarters may differ by cohort and contract year. Complete the GranteeInfo tab once – along with the first quarter report. Cohort 8 grantees must also complete the Center-District-School Info tab with the first quarter submission. Information asked for each quarter is nearly the same, though the time period covered will differ and some questions only appear in one quarter. Only report information in each tab that applies to that quarter. QPRs are typically due 15 days after the close of the quarter.

Cohort 6A/7:

Cohort 8:

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The Process

General Directions1. Download the report template to your local computer by saving it to your

hard drive or local network. You must save the template locally before you can save your work. Save the template in an easy-to-remember location, such as your “My Documents” folder or with your other 21st Century reports, as you will need to access this file throughout the year.

2. You will maintain one workbook report for each grantee for each cohort for each contract year. You will continue to update the same file over the course of the program year. The information you report should represent the grantee. This means you will combine information from all centers that may be operating with that cohort of funds.

3. For grantees with more than one cohort: Just like other reports, information reported should exclusively represent programming funded and students served through that cohort. For example, if you report serving 200 students through Cohort 7 funds and 150 students through Cohort 8 funds, you must have 350 individuals enrolled between the two programs. However, you will report on the 200 Cohort 7 students and operation in one report (workbook or file) and the 150 Cohort 8 students and their program’s operation in another report (workbook or file).

4. Only enter information in the blank, shaded cells. Some cells are restricted to text, numbers, or specific values. The report format will alert you if you have entered a non-allowable response type.

5. Some questions include additional directions or clarification. Be sure to read those directions in order to report information accurately.

6. Some questions require you to include documentation. Be sure to attach those documents when you send your report (see SUBMISSION below). Items needing to be attached will be indicated in orange text in the form.

7. You will complete each quarter separately on its respective tab. Once you have completed and submitted your report for a particular quarter, you should not make changes to it; simply incorporate new information into the

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While referring to the application/contract, Grantee completes

the Grantee Info/Center/School

tabs of the Quarterly Report Form.

At the end of QTR1, Grantee opens the Quarterly Report workbook where Grantee Info tabs were completed. Grantee compiles information from centers. Grantee completes QTR1

report tab. Grantee emails workbook and attachments to QPR

email address.

At the end of QTR2, Grantee opens the Quarterly Report workbook where Grantee Info and QTR1 tabs were

completed. Grantee compiles information

from centers. Grantee completes QTR2 report tab.

Grantee emails workbook and

attachments to QPR email address.

At the end of QTR3, Grantee opens the Quarterly Report workbook where

Grantee Info, QTR1, and QTR2 tabs were completed. Grantee compiles information

from centers. Grantee completes QTR3 report tab.

Grantee emails workbook and

attachments to QPR email address.

At the end of QTR4, Grantee opens the Quarterly Report workbook where

Grantee Info, QTR1, QTR2, and QTR3 tabs

were completed. Grantee compiles information from centers. Grantee completes QTR4 report tab and

reviews Summary or Year-end tabs. Grantee emails workbook and

attachments to QPR email address, which

now has all tabs completed.

next quarter’s report. However, if you discover an error or omission in a prior quarter’s report, you should update the prior quarter’s report, resubmit it, and include a comment indicating a prior quarter change when you re-send your report.

8. Yes/No/Not Applicable: Some questions provide a response option in addition to ‘Yes’ and ‘No’ – ‘Not Applicable.’ Choosing this reponse indicates that the situation or action does not apply to this grantee at this time.

9. Some information automatically populates in the report based on information entered previously. Also, some automatic calculations are built into the format. Do not attempt to overwrite these pre-populating or auto-calculating cells. Only enter information into blank cells. The report format is restricted to only allow you to enter information in certain places. You may not add/delete rows/columns/cells, or change pre-populated information.

10. The Year-End Report and Summary tabs will compile enrollment information from all four quarterly tabs as well as some information for other questions. However, there are questions in this tab that pertain only to the year-end report. Be sure to answer all the questions in the Year-End Report, as applicable. The Summary tab in later cohorts’ form does not contain additional questions.

11. Most of the questions are self-explanatory and provide directions or options for answering the question. If you have questions about the QPR content, please contact your Technical Assistance Advisor from the Center for Schools and Communities. If you encounter a technical problem with the QPR form, please contact the state evaluation team at Allegheny Intermediate Unit (leslie.mcconnell@aiu3.net). The following directions provide in-depth instructions for some of the more complicated portions of the QPR.

The QPR follows the grant contract year. For some grantees, this will be October 1-September 30 and for others, January 1 through December 31. These differ from the summative reports that follow the federal program reporting year which is summer and school year, regardless of dates. Please refer to the program timeline infographic posted on the evaluation webpages for additional detail.

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COUNTING STUDENTS

The purpose of the student enrollment and attendance section of the Quarterly Performance Report is to examine a grantee’s enrollment and attendance in comparison to the target number of students the grantee set in its application for 21st Century funds.

Grantees are required to maintain a minimum 85% attendance rate each quarter based on a comparison of actual students served each quarter and the target number of students to be served as outlined in the grantee’s application.

IMPORTANT: Be sure to read the directions below to ensure that you are counting students correctly.

To complete the enrollment and attendance portion of the QPR: 1. Grantee Info . Enter the target numbers of students to be served by grade

bands in the Grantee Info tab. You should obtain these target numbers from your application/contract. If your numbers differ for school year and summer, be sure to insert the appropriate target counts in the correct section.

2. QTR1 . Enter enrollment information for the first quarter. In Column C, enter the number of individual students who attended for one day or more between the dates shown. Completing enrollment paperwork does not qualify a student to be counted as served during the quarter. The student must have attended at least one day during the quarter to be counted. Enter a number only. The tool will automatically determine your enrollment rate for that quarter, both overall and for each grade band. If the total percentage cell is shaded red, your attendance rate is lower than the required 85%. You will need to provide an explanation of why your program did not reach the 85% attendance threshold and the strategies your program will be using to ensure that this enrollment level is reached and maintained in future quarters.

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3. Further down the page, enter the number of students (by grade band) who attended for 30 or more days during the first quarter. The 30 day attendance qualifies a student as a “regular attendee” according to the federal definition. While there is not a specific target percentage for regular attendees, it is in the grantee’s and students’ best interest for a student to attend as much as possible, as evaluation results continue to reinforce that the more days students attend 21st Century programs, the more likely they are to make academic and behavioral gains.

4. QTR 2 . Using your program attendance data, determine the number of students who attended one day or more between QTR 2 start and end dates. By grade band, enter the number of students served in Column C. This is not a cumulative count. If you had students who attended in QTR1 but stopped attending after the last day of QTR1, they should not be counted in QTR2.

5. In the second red-shaded column (Column E), enter the number of students who enrolled and attended for the first time this program year during this quarter. In other words, the student DID NOT attend during QTR1. The students reported in Column E are a subset of those reported in Column C, so this count must be less than or equal to Column C.

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6. Further down the page, enter the number of students who reached 30 days during the QTR2 period in the light orange shaded cells in Column B. This is not a cumulative count from the prior quarter, but the number of students who became regular attendees during this quarter and cumulatively for this year, have amassed 30 or more program days’ attendance. Your prior quarter regular attendee count will automatically appear in Column C. The number of students reaching 30 program days attended during the January-March quarter will be added to those students who had already attended 30 or more days to calculate your cumulative regular attendee count in Column D.

7. Continue using this pattern of logic for subsequent quarters. Keep in mind that some quarters contain separate school year and summer program counts and students should be counted separately for each program offering.

The Year-End Report/Summary tab of the QPR workbook will compile all your attendance data to provide quarterly snapshots of program attendance and cumulative counts.

Quarterly snapshots of students served by quarter and program term (school year/summer):

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Cumulative enrollment/served counts by quarter and program term (school year/summer):

Regular attendee counts and percentages by quarter and program term (school year/summer):

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IMPORTANT: The method of counting students for the QPR is DIFFERENT than the method used for annual program reporting in 21APR, state reporting, and your local evaluation reports, which should count students during the summer program and school year that follows (for example, summer 2016 and school year 2016-17). As such, your students served and regular attendee counts in the QPR will likely differ from those that you will report in those annual program and outcomes reports. Grantees with questions about how to count students should contact the state evaluation team at Allegheny Intermediate Unit.

OPERATIONS

There is a section for each quarter related to your center operations. You will see a table that looks like the one in the screen shot below. For each quarter, enter your typical daily hours of operation for each day within the categories provided. Please enter the actual times of day (i.e. 3PM-5PM) in the boxes, not the number of hours offered.

If you have centers that operate on different schedules, you may specific different hours for each center. The boxes will accommodate additional text. In quarters where both school year and summer programs could occur, report operations information separately, as shown in the second screen shot below.

If no centers operate on a given day or in a particular category, simply leave the box blank.

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SUBMISSIONSubmit your Quarterly Performance Report in its Excel form as an email attachment, along with any applicable documentation or other documentation, to the Center for Schools and Communities (QPR@csc.csiu.org). There is a QPR Schedule posted at www.aiu3.net/evaluations (follow link for 21st CCLC).

Please use the following filename structure when you submit your QPR, where C# is your cohort number (6A, 7, 8, etc.) and grantee name is the name of the organization receiving the grant:

21C_QPR_15-16_C#_GranteeName.xlsx OR21C_QPR_16-17_C#_GranteeName.xlsx

TECHNICAL ASSISTANCE

For technical assistance or difficulty using the Quarterly Performance Report form, please contact the 21st Century State Evaluation Team at the Allegheny Intermediate Unit (leslie.mcconnell@aiu3.net, 412-394-5821). For questions about the content of the QPR, please contact your Technical Assistance Advisor at the Center for Schools and Communities.

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