21st Century Community Learning Centers Annual Performance Report

1810-0668 ICR-Supplement_OMB_21st CCLC21APR_Data_Guide_v2_April2017

21st Century Community Learning Centers Annual Performance Report

OMB: 1810-0668

⚠️ Notice: This form may be outdated. More recent filings and information on OMB 1810-0668 can be found here:

2021-11-18 - Revision of a currently approved collection

Document [pdf]

Download: pdf | pdf

21APR DATA GUIDE
21apr.ed.gov

This material for the 21st CCLC program is funded by the US Department of Education
Office of Elementary and Secondary Education under contract ED-ESE-14-C-0120.

TABLE OF CONTENTS

INTRODUCTION .............................................3
GRANTEE OVERVIEW .................................4
CENTER OVERVIEW .....................................6
ACTIVITIES .........................................................9
STAFFING ...........................................................13
PARTICIPATION ...............................................14
OUTCOMES .......................................................18

21APR DATA GUIDE | 2

INTRODUCTION
This Data Guide provides guidance on basic explanations for all terms used in the US
Department of Education’s 21st Century Community Learning Center’s (21st CLCC) data
collection system, 21APR. Its purpose is to assist those responsible for data entry at the
State and Grantee level.
The layout of this guide follows the layout of the 21APR system itself. It can be printed
or viewed onscreen to provide one-to-one assistance for users seeking guidance about
21APR data elements.
SECTION
TITLE
SUB-SECTION
TITLE

ELEMENT
NAME

GUIDANCE

21APR is designed to collect, from all active 21st CCLCs, descriptive information on
program characteristics and services as well as performance data across a range of
outcomes. In addition, one of the core purposes of the APR is to collect information on the
Government Performance and Results Act (GPRA) performance indicators associated with
the 21st CCLC program. (See 21APR GPRA Explanation at https://21apr.ed.gov/support.) All
definitions provided in this guide serve to meet the reporting requirements of the GPRAs.
In some States in some instances, some definitions may require a more contextualized
and nuanced explanation. Per the US Department of Education, States have the discretion
to make decisions on these definitions so long as they remain within the parameters as
provided in this guide. States are responsible for communicating these decisions to their
grantees for the purpose of consistent reporting on APR data.
Because definitions can vary by State, it is important to use this document as initial
guidance and to confirm with your State Education Agency (SEA) for your State’s policies.
21APR DATA GUIDE | 3

States may also find this document to be useful when training their State and Grantees
users on entering data into 21APR.
Users seeking a more technical document can view the Data Dictionary, which provides
the basic technical requirements for any elements built into the system. This will be most
useful for those working with other data systems or investigating how to gather data at
the state level to be reported to the federal 21APR system.

GRANTEE OVERVIEW
CONTACT INFORMATION
Grantee Name

Enter the name of the organization that acts as the
fiscal agent for the grant. In some cases this could be
the same as a Center name.

Contact Person Name

Enter the name of the person who should be contacted
for questions on the data.

Phone Number
Email

Enter the phone number of the contact person.
Must be 10 digits.
Enter the email of the contact person.

GRANTEE LOCATION
Address
City
State
Zip

Enter the street address of the grantee named.
Enter the city of the grantee named.
Enter the state of the grantee named.
Enter the zip code of the grantee named.

GRANTEE TYPE
Choose the option that most identifies the grantee listed.
SCHOOL
DISTRICT

CHARTER
SCHOOL
21APR DATA GUIDE | 4

COLLEGE /
UNIVERSITY

Choose if grantee is a
public school district. This
includes tribal schools.

COMMUNITY
BASED

Choose if grantee is a
recognized charter school.
FAITH
BASED
Choose if grantee is an
accredited institution
of post-secondary
education (e.g, community
college, tribal college,
college, university).

OTHER

Choose if grantee is
a community based
organization not part of the
local school district or a part
of a religious organization
(e.g. nonprofits, Boys and
Girls Club).
Choose if grantee is
affiliated with an organized
religion. This includes
schools sponsored by a
religious organization.
Choose this option only if
all of the other options are
not appropriate.

GRANTEE OVERVIEW
GRANTEE AWARD INFORMATION
Amount

Enter the original approved award amount for
this grantee for the year indicated. Do not include
subsequent reductions, additions, or previous year
carryover.

21APR DATA GUIDE | 5

CENTER OVERVIEW
CENTER INFORMATION
Center Information

Center’s Name
Center’s Address
Center’s City
Center’s State
Center’s Zip

A Center is the location where the majority of the
programming for the 21st CCLC after school activities
occurs. A Grantee can have one or multiple Centers in
their profile.
Enter the name of the center.
Enter the street address of the center.
Enter the city where the center is located.
The state where the center is located will be filled in.
Enter the zip code where the center is located.

CENTER CONTACT INFORMATION
Contact’s Name

This is the name of the program coordinator at the
center for the 21st CCLC program.

Contact’s Email

This is the email of the program coordinator at the
center for the 21st CCLC program.

Contact’s Phone

Enter the phone number of the contact person.
Must be 10 digits.

21APR DATA GUIDE | 6

CENTER OVERVIEW
CENTER TYPE
Choose the option that most identifies the center.
PUBLIC
SCHOOL

Choose this option if the
center is located in a public
school. This includes tribal
schools.

CHARTER
SCHOOL

Choose this option if the
center is located in a
recognized charter school.

COLLEGE /
UNIVERSITY

Choose this option if the
center is located in an
accredited institution
of post-secondary
education (e.g. community
college, tribal college,
college, university).

COMMUNITY
BASED

FAITH
BASED

OTHER

Choose this if the center
is located in a community
based organization not part
of the local school district
or a part of a religious
organization. (e.g. nonprofits,
Boys and Girls Club).
Choose this option if center
location is affiliated with
an organized religion.
This includes schools
sponsored by a religious
organization.
Choose this option only if
all of the other options are
not appropriate.

EXPANDED LEARNING TIME
Expanded Learning
Time (ELT)?

21APR DATA GUIDE | 7

Choose “Yes” if expanded learning time activities
were offered at the center. Verify this status with
the SEA before choosing “Yes”. ELT is the time that
a local educational agency or school “extends its
normal school day, week, or year to provide additional
instruction or educational programs for all students
beyond the State-mandated requirements”. The status
is dependent on funding and policy decisions set by
both the state and federal governments. States that
were approved under ESEA flexibility and that elected
the option to use 21st CCLC funds for ELT activities
should choose “Yes”. You must verify this status with
your SEA before choosing “Yes”.

CENTER OVERVIEW
FEEDER SCHOOLS
Feeder Schools

Feeder School Name

Choose “Yes” if the after school program participants
are enrolled in a school other than the center location.
This is required if the center is a community based
organization but may be applicable in other situations.
Feeder schools are the school or schools in which
participants of the program are regularly enrolled.
Enter the name of the school in which the students
are regularly enrolled. If there are students from
multiple schools enter them one at a time.

PARTNERS
Partners

Partner's Name

Choose “Yes” if there are entities other than the
grantee or school(s) served which provide an in-kind
or cash contribution that supports the objectives of
the awarded program. If there are multiple partners
enter them one at a time.
Enter the name of the partner entity that provides
in-kind or cash contribution to support the program. If
there are multiple partners, enter them one at a time.

21APR DATA GUIDE | 8

ACTIVITIES OVERVIEW
TYPES OF ACTIVITIES
In this section, report on the activities delivered at each Center. Each activity must
be reported as one of the 12 activity categories provided by the US Department of
Education’s non-regulatory guidance. Select the category that best fits the primary goal
of the programming. Even though many programs may serve more than one goal, choose
the primary goal of the activity and report all information for this activity through its
primary goal. For example, if an activity is a literacy activity and at the same time an art
activity, report it as a literacy activity. If an activity does not clearly fit into one of the 12
types, select the activity type that most closely fits. Your SEA may provide State specific
guidance on assigning activities to a particular category.
Once the primary goal has been entered, the system will ask whether this activity is also
a College and Career Readiness activity. This is the only secondary goal for which the US
Department of Education will collect data.
If the activity’s primary goal is College and Career Readiness (e.g. “College 101”), enter it
under the College and Career readiness category.

ACADEMICS
STEM

Activity that contributes to the development of science,
technology, engineering, or mathematics skills.

Literacy

Activity that contributes to the development and
enjoyment of reading and writing skills.

Tutoring

Activity that provides direct support for the core
academic subjects.

Homework Help
English Language
Learners Support

Activity that provides direct support in the completion
of homework assigned during the school day.
Activity that provides direct support to students
classified as English language learners.

21APR DATA GUIDE | 9

ACTIVITIES
ENRICHMENT
Entrepreneurship
Arts & Music

Activity that contributes to the understanding of small
business practices and business ownership.
Activity that engages students in the creation of art and
music and develops the appreciation of art and music.

Physical Activity

Activity that engages students in a physical activity
and develops the appreciation of health and nutrition.

Community /
Service Learning

Activity that engages the students in an activity that
benefits the community outside the center.

Mentoring

Activity that engages the student with a role model.

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

Activity that provides information about alcohol or
other drug use prevention.
Activity that provides socio-emotional
counseling services.
Activity that promotes peaceful conflict resolution.
Activity that promotes school attendance.
Activity that promotes the active engagement of
leadership roles.

COLLEGE AND CAREER READINESS
College & Career Readiness
21APR DATA GUIDE | 10

Activity that prepares students to enroll and succeed in
a credit bearing course at a postsecondary institution
or a high quality certificate program with a career
pathway to future advancement.
NOTE: If the activity’s primary goal is College and
Career Readiness (e.g. “College 101”), enter it here. If
it is a secondary goal, check the College and Career
Readiness box when entering it into its primary
activity above.

ACTIVITIES OVERVIEW
PROPERTIES OF SELECTED ACTIVITY
The below properties are reported in aggregate for the center. For example, calculate the
averaged combined frequency, hours, and participation of all STEM activities for that term
(Summer, Fall, or Spring).
How often?

The frequency, on average, with which an activity is
delivered at a center.
Monthly
If the activities reported, on average, happen once
within a month.
Once per term
If the activities reported, on average, happen once
during a reporting term.
More than once a week
If the activities reported, on average, happen more
than once a week.
More than once a month
If the activities reported, on average, happen more
than once a month.

Times a week
(If more than once a week)

If the activities reported, on average, happen more
than once a week, then how many times per week,
from 2 to 7 times.

Times a month
(If more than once a month)

If the activities reported, on average, happen more
than once a month, then how many times per week,
either 2, 3, or weekly.

Average hours
per session

Once you have designated how often the activities
reported take place. (e.g. weekly, monthly) indicate
what is the average hours of the session.
More than 4 hours
Session takes place, on average, for more than 4
hours at a time.

21APR DATA GUIDE | 11

2-4 hours
Session takes place, on average, for at least 2 hours
and up to 4 hours at a time.
1-2 hours
Session takes place, on average, for at least 1 hour
and up to 2 hours at a time.
Less than 1 hour
Session takes place, on average for less than 1 hour
at a time.

ACTIVITIES
PROPERTIES OF SELECTED ACTIVITY
Average Participation

On average, how many students attend the sessions
associated with the activities reported.
More than 30
More than 30 students attend the sessions,
on average.
21-30
Between 21 and 30 students attend the sessions,
on average.
11-20
Between 11 and 20 students attend the sessions,
on average.
5-10
Between 5 and 10 students attend the sessions,
on average.
Less than 5
Fewer than 5 students attend the sessions,
on average.

21APR DATA GUIDE | 12

STAFFING
Include the people who work, in either a paid or unpaid capacity, in the center in direct
support of the program and those that provided support for any activity for any amount of
time in this term.
Administrators
College Students

Individuals who have a primary oversight capacity of
the staff and functions of the center.
Individuals currently enrolled in a post-secondary
institution.

Community Members

Individuals from the community at large.

High School Students

Individuals currently enrolled in a secondary
institution. High school students reported as staff
CANNOT also be counted as 21st CCLC participants.

Parents

Individuals who are the parents or guardians of students
enrolled in the 21st CCLC program at the center.

School Day Teachers

For centers located within a school these are
individuals whose primary role is as a teacher within
the school district or feeder school.

Other Non-Teaching
School Staff

Individuals whose primary role is to provide services
or activities such as security, custodial, clerical,
athletic, or transportation within the school district or
feeder school.

Subcontracted Staff

Individuals who enter into a formal contract to provide
services to the center. Often referred to as “vendors”.
May provide specialized activities.

Other

Individuals who are not identifiable with any
category above.

PROPERTIES OF SELECTED STAFF
21APR DATA GUIDE | 13

Number of Paid
Number of Volunteer

The number of individuals in the category that receive
monetary compensation from the 21st CCLC award.
The number of individuals in the category that do
not receive monetary compensation from the 21st
CCLC award.

PARTICIPATION
The number of students who were enrolled and attended programming at the 21st CCLC
center during the term. Choose the grade the students are currently enrolled in or, if
summer, the grade level for the just completed school year.

GRADE LEVEL
How many PreKindergarten