21st CCLC APR Quick Guide

2. NAVIGATION BASICS
“How do I get there from here?”
1

MAIN MENU

Fig. 1

Expand the Main Menu on the left to reveal
context sensitive navigation options.

2

TOP NAV BUTTONS
Use the Forward and Back buttons when
available in the header.
Fig. 2

3

FOOTER BUTTONS
The Footer Buttons are available on
every page.
Click Home to return to the Welcome
Screen. Click the Gear or your name
for Settings.

Fig. 3

Click the profile icon to upload your photo
and personalize your avatar!

21APR QUICK GUIDE • 2

Help Desk: 1-888-282-4589 • [email protected]

4. STATE OVERVIEW
“I’m an SEA, and I’m updating my Grantee Profiles.”
Fig. 1

1
State Overview

Fig. 2.1

2.1
Find Grantee in list
2.2

Click Grantee name or the down
arrow then Edit

Fig. 3

3
Review profile and click Edit button
Fig. 5
4
Update Profile (Contact Info and Location)
5
Update Grantee Type

Fig. 6

6
Click Update Grantee

TIP: GRANTEE LIST
Scroll down until you find the Grantee in the
list, or begin typing Grantee name in the
Search box. The list will auto-filter as you type.

21APR QUICK GUIDE • 4

TIP: GRANTEE TYPE
If you don’t see your Grantee Type in the list,
select OTHER.

Help Desk: 1-888-282-4589 • [email protected]

4. STATE OVERVIEW
“I’m an SEA, and I’m adding a Grantee profile.”
1

Fig. 1
Click State Overview

2

Enter profile
(Contact Info and Grantee Location)

3
Select Grantee Type

Fig. 3

4
Enter Award Amount
5
Review Grantee
6
Save Grantee

TIP: AWARD AMOUNT
See Quick Guide 14 for guidance on
entering award amount.

21APR QUICK GUIDE • 4

TIP: GRANTEE TYPE
If you don’t see your Grantee Type in the
list, select OTHER.

Help Desk: 1-888-282-4589 • [email protected]

5. MANAGE CENTERS
“I’m a Grantee, and I’m adding my Centers.”
1

2

3

Fig. 1
From Grantee Overview page,
Click Add Center
Fig. 2
Enter Center Info, Contact Info,
and Center Type

Enter ELT, Feeder School,
and Partner Information

4
Click Continue to Review

Fig. 3

5
Scroll down and click Save Center

TIP: CENTER TYPE
If you don’t see your Center Type in the list,
select OTHER.

TIP: FEEDER SCHOOL AND
PARTNER INFO
You only need to enter Feeder School and
Partner Information for one Center. They will
carry over to other Centers for that Grantee.
21APR QUICK GUIDE • 5

TIP: CENTERS CANNOT BE DELETED.
If Center is duplicated or obsolete, re-name
the Center to “Null” and completely remove
all data within the Center.

Help Desk: 1-888-282-4589 • [email protected]

5. MANAGE CENTERS
“I’m a Grantee, and I’m updating my Centers.”
1

Fig. 1
Find Center in List

2

Click Center name
or the down arrow then Edit

3

Fig. 3
Review profile and make necessary changes

4
Click Continue to Review

5
Scroll down and click Save Center

Fig. 4
Fig. 5

TIP: CENTER TYPE
If you don’t see your Center Type in the list,
select OTHER.

21APR QUICK GUIDE • 5

Help Desk: 1-888-282-4589 • [email protected]

6. ACTIVITIES

Saves with
every click!

“I’m adding Activities information.”
Fig. 1

1
Click Center Name

Fig. 1.1
1.1
Click Enter APR
Fig. 2
2

Click Activities or
Click on Enter APR data to begin

3.1
Select each topic in which you held activities
3.2

Fig.

3.1-3.3

For each topic, enter frequency, hours,
participants, and college & career readiness

3.3
Repeat these steps for each activity.
4

Fig.
Click Review Activities when finished

5

Fig.
Click Edit if you need to make changes

6

Fig. 6
Click Continue to Staffing

TIP: REVIEW ACTIVITIES

TOOL TIPS

If the Review Activities button is greyed out
or unclickable, make sure you’ve filled in all
of the required fields.

Whenever you see a question mark in a
circle, you can click it to see more information
about that topic.

21APR QUICK GUIDE • 6

Help Desk: 1-888-282-4589 • [email protected]

6. ACTIVITIES

ACADEMIC
STEM, Literacy, Tutoring, Homework Help,
and English Language Learners Support

CHARACTER EDUCATION
Drug Prevention, Counseling Programs,
Violence Prevention, Truancy Prevention,
and Youth Leadership

21APR QUICK GUIDE • 6

Saves with
every click!

ENRICHMENT
Entrepreneurship, Arts & Music, Physical
Activity, Community/Service Learning,
and Mentoring

COLLEGE AND CAREER
READINES
College and Career Readiness

Help Desk: 1-888-282-4589 • [email protected]

7. STAFFING

Saves with
every click!

“I’m adding Staffing information.”
Fig.

1
Click Center Name

Fig. 1.1
1.1
Click Enter APR
Fig. 2

2
Click Activities, then Staffing

Fig.

3.1

3.1-3.2

Select each Staff Member type as needed

3.2

For each Staff Member type, enter the
number of paid and volunteer
Fig.

4
Click Review Staffing when finished

Fig.

5
Click Edit if you need to make changes

Fig. 6

6
Continue to Participation

TIP: REVIEW STAFFING

TOOL TIPS

If the Review Staffing button is greyed out
or unclickable, make sure you’ve filled in all
of the required fields.

Whenever you see a question mark in a
circle, you can click it to see more information
about that topic.

21APR QUICK GUIDE • 7

Help Desk: 1-888-282-4589 • [email protected]

8. PARTICIPATION

Saves with
every click!

“I’m adding Participation information.”
1

2

3.1

3.2

4

Fig. 1
Click Enter APR
Fig. 2
Click Participation
Fig.
Select each Grade Level as needed

For each Grade Level, enter the number
of participants at that grade level

Fig.
Fig.
Fig.

For each grade range (PreK-5th & 6th-12th)
enter aggregate attendance
Fig.

5
For each grade range (PreK-5th & 6th-12th)
enter aggregate race/ethnicity
6

7

8

9

10

For each grade range (PreK-5th & 6th-12th)
enter aggregate sex

For each grade range (PreK-5th & 6th-12th)
enter population specifics

Click Review Participation

Fig.
Fig.

Click Edit if you need to make changes

Fig. 10

Continue to Outcomes

21APR QUICK GUIDE • 8

Help Desk: 1-888-282-4589 • [email protected]

8. PARTICIPATION

TIP: CONTINUE AND REVIEW
PARTICIPATION
If the Review or Continue to Outcomes
buttons are greyed out or unclickable,
make sure you’ve filled in all of the
required fields and that all the required
numbers balance.

21APR QUICK GUIDE • 8

Saves with
every click!

TOOL TIPS
Whenever you see a question mark in a
circle, you can click it to see more information
about that topic.

Help Desk: 1-888-282-4589 • [email protected]

9. OUTCOMES - STATE ASSESSMENTS
Saves with every click!

“I’m adding State Assessments Data.”
1
2
3

4

5
6
7

Fig. 1
Click Enter APR
Fig. 2
Click on Outcomes
Fig. 3
Enter State Assessment Reading proficiency
data for grade PreK-5 students, if applicable,
who attended for 30-59 days, 60-89 days,
then for 90+ days
Enter State Assessment Math proficiency data
for grade 6-12 students, if applicable, who
attended for 30-59 days, 60-89 days,
then for 90+ days

Fig. 4

Click Review Outcomes

Click Edit if you need to make changes
Click Submit Outcomes

TIP: CONTINUE AND REVIEW
OUTCOMES
If the Continue or Review Outcomes buttons
are greyed out or unclickable, make sure
you’ve filled in all of the required fields and
that all the required numbers balance.

TOOL TIPS
Whenever you see a question mark in a
circle, you can click it to see more information
about that topic.
21APR QUICK GUIDE • 9

Fig. 5
Fig. 6
Fig. 7

TIP:
If your Center did not collect State
Assessment results for this term, and you
will not be reporting on State Assessments,
check “No Data To Report”.
Help Desk: 1-888-282-4589 • [email protected]

10. OUTCOMES - TEACHER REPORTED
Saves with every click!

“I’m adding Teacher Reported Data.”
Fig. 1

1
Click Enter APR

Fig. 2
2

Click Activities, then Staffing, then Partic.,
then Outcomes

Fig. 3

3
Enter Teacher Reported data and improvement
data for grade PreK-5th students, if applicable,
for regular (30+ days) participants
4
Enter Teacher Reported data and improvement
data for grade 6th-12th students, if applicable,
for regular (30+ days) participants

Fig. 5

Fig. 6

5
Click Review Outcomes

Fig. 7

6
Click Edit if you need to make changes

TOOL TIPS

Click Submit Outcomes

Whenever you see a question mark in a
circle, you can click it to see more information
about that topic.

7

TIP: CONTINUE AND
REVIEW OUTCOMES
If the Continue or Review Outcomes buttons
are greyed out or unclickable, make sure
you’ve filled in all of the required fields and
that all the required numbers balance.
21APR QUICK GUIDE • 10

TIP:
If your Center did not collect Teacher
Reported results for this term, and you will
not be reporting on Teacher Reported check
“No Data To Report”.

Help Desk: 1-888-282-4589 • [email protected]

11. OUTCOMES - GRADES

Saves with every click!

“I’m adding Grades Data.”
Fig. 1

1
Click Enter APR

Fig. 2
2

Click Activities, then Staffing, then Partic.,
then Outcomes

Fig. 3

3
Enter Grades, Math and English, proficiency
data for grade PreK-5th students, if applicable,
for regular (30+ days) participants
4
Enter Grades, Math and English, proficiency
data for grade 6th-12th students, if applicable,
for regular (30+ days) participants
5

Fig. 5
Fig. 6

Click Review Outcomes
Fig. 7
6
Click Edit if you need to make changes

TOOL TIPS

Click Submit Outcomes

Whenever you see a question mark in a
circle, you can click it to see more information
about that topic.

TIP: CONTINUE AND
REVIEW OUTCOMES

TIP:

7

If the Continue or Review Outcomes
buttons are greyed out or unclickable, make
sure you’ve filled in all of the required fields
and that all the required numbers balance.

21APR QUICK GUIDE • 11

If your Center did not collect Grades results
for this term, and you will not be reporting
on Grades, check “No Data To Report”.

Help Desk: 1-888-282-4589 • [email protected]

12. EXPLORE REPORTS – CHECK STATUS
“I’m an SEA, and I’m checking to see how data entry is going.”
Fig. 1

1

Click Explore Reports
2

Fig. 2

Click 2015-Current
3

Fig. 3

Click Check Status
4

Select Year
(2014-2015, etc.)

5

Select Term
(All, Summer, Fall, Spring)

Fig.

Fig.

Fig.

6

Select View
(State, Grantees, Centers)

CHECK STATUS TIP
The Check Status reports indicate whether
or not data have been entered for Centers.
They do not evaluate whether the data
entered are accurate or complete. You need
to look at each Center’s data to make those
determinations.

21APR QUICK GUIDE • 12

Help Desk: 1-888-282-4589 • [email protected]

12. EXPLORE REPORTS – CHECK STATUS

7

STATE VIEW:
This chart shows the percentage of APR data entered by Center in aggregate at the
State level in each category. In the example below, 54% of Centers in this state have data
entered for Activities, 53% for Participation, 53% for Staffing, and 33% for Outcomes for
2014-2015.

21APR QUICK GUIDE • 12

Help Desk: 1-888-282-4589 • [email protected]

12. EXPLORE REPORTS – CHECK STATUS

8

GRANTEES VIEW:
This chart indicates where data have or have not been entered according to Grantee. In
the example below, all of Grantee A’s centers have data entered for Activities, Staffing, and
Participation for the Summer, all four sections for the Fall, and no data entered for Summer
Outcomes or Spring.

21APR QUICK GUIDE • 12

Help Desk: 1-888-282-4589 • [email protected]

12. EXPLORE REPORTS – CHECK STATUS

9

CENTERS VIEW:
This chart indicates where data have or have not been entered for individual Centers for
Grantee A. In the example below, Center A has data entered for each section for Summer
and Fall. The Spring term has not yet been entered at all.
Contact information is displayed below the chart so that you can easily email or call the
Grantee responsible for entering the data, if appropriate for your state.

21APR QUICK GUIDE • 12

Help Desk: 1-888-282-4589 • [email protected]

13. CERTIFY DATA
“I’m an SEA Super User, and I want to Certify my Data.”
1

Fig. 1

Click Certify Data
Fig. 2
2

Click CERTIFY DATA Link to
Skip to Step 4

Fig. 3

3

OPTIONAL: Complete One or More
Justification Fields to Explain How You
Collected Your Data
Fig. 4
4

Check the Boxes and
Click Certify Data

JUSTIFICATION TIP

CERTIFICATION TIP

The Justification fields are available for you
to explain the decisions your state made
while collecting your data. This is where
you can define when your terms start
and end. This is where you can describe
recorded data that didn’t necessarily have
a clear category (e.g., Cooking Club –
did you list it under STEM or under Drug
Prevention?).

CERTIFICATION IS NOT AN ACTION TO BE
TAKEN LIGHTLY!

Anything you need the Department to
know about the hows, wheres, and whys of
your data, enter it here.
Each field has a 10,000 character limit.
21APR QUICK GUIDE • 13

Once you Certify Data, you are done for
the year. You cannot go back and make any
additional changes or modifications.
Before you Certify Data, it is of utmost
importance that you examine your data
carefully using the Explore Reports process.
Any necessary changes that are identified
while you are exploring reports must be
made before you Certify. There are no
exceptions to this rule.
Help Desk: 1-888-282-4589 • [email protected]

14: ADDING AWARD AMOUNTS FOR GRANTEES
“I’m an SEA, and I’m adding the total dollar amount for each
Grantee for the current reporting period.”
1
Click State Overview
2
On the State Overview page,
Click the Name of Grantee
3

Fig.

1

Fig.

2

Fig.

3

Fig.

4

Fig.

5

Fig.

6

On the Grantee Overview page, Click Edit
4
Scroll to the Grantee Award Information
5
Enter the Award Amount for the Current
Reporting Period
6
Click Update Grantee
7
Repeat this Process for Each Grantee
in Your State

TOOL TIPS
Whenever you see a question mark in a
circle, you can click it to see more information
about that topic.

21APR QUICK GUIDE • 14

USER TIP
Only SEA Super Users (and SEA Users who
have been granted this responsibility) can
edit this information. Grantee Users will be
able to view but not edit this information.
Help Desk: 1-888-282-4589 • [email protected]

14: ADDING NUMBER OF NEW AWARDS
“I’m an SEA, and I’m adding the total number of new awards for the
current reporting period.”

SEA Super Users have the Award responsibility by default.
SEA Users must be granted this responsibility before they can enter and view this information.
(See Quick Guide 3: Manage Users for instructions.)

1

Fig.

1

Fig.

2

Click State Overview

2

Enter the Number of New Awards for the
Current Reporting Period

TOOL TIPS
Whenever you see a question mark in a
circle, you can click it to see more information
about that topic.

21APR QUICK GUIDE • 14

AUTOSAVE TIP
This data is automatically saved as you
type. There is no nee to click a save button.

Help Desk: 1-888-282-4589 • [email protected]

15: EXPLORE REPORTS - VIEW PERFORMANCE
“I’m an SEA, and I’m checking to see GPRA performance
in my state.”
SEA Super Users have the Award responsibility by default.
SEA Users must be granted this responsibility before they can enter and view this information.
(See Quick Guide 3: Manage Users for instructions.)
1

Fig.

1

Fig.

2

Fig.

3

Fig.

4

Fig.

5

Fig.

6

Click Explore Reports

2

Click 2015 - Current

3

Click View Performance

4

Select Category: Grades,
State Assessment, Teacher Reported

5

Select APR Year

6

Select Term

21APR QUICK GUIDE • 15

Help Desk: 1-888-282-4589 • [email protected]

15: EXPLORE REPORTS - VIEW PERFORMANCE

7

Fig.

7

Fig.

8

Fig.

9

Select Subject: Grades, State Assessment, Teacher Reported
8

Select Grade level

9

Select Days Attended

21APR QUICK GUIDE • 15

Help Desk: 1-888-282-4589 • [email protected]