21st Century Community Learning Centers Annual Performance Report

21APR SEA DATA GUIDE
https://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-OPE-17-A-0015/91990019F0370.

.

TABLE OF CONTENTS
TABLE OF CONTENTS

2

INTRODUCTION

4

RULES OF BEHAVIOR

6

SETTINGS

11

STATE CONFIGURATION

11

REPORTING DESIGNATION

11

SET DATA ENTRY OPEN/CLOSE DATES FOR GRANTEE USERS

12

EXPANDED LEARNING PROGRAM

13

STATE OVERVIEW

14

GRANTEE OVERVIEW

14

CONTACT INFORMATION

14

GRANTEE LOCATION

14

GRANTEE TYPE

15

PARTNERS

15

CENTER DETAIL

16

CENTER INFORMATION

16

CENTER CONTACT INFORMATION

16

CENTER TYPE

16

EXPANDED LEARNING PROGRAM

17

ENTER APR DATA - ACTIVITIES
PROPERTIES OF SELECTED ACTIVITIES
ENTER APR DATA - STAFFING
PROPERTIES OF SELECTED STAFF
ENTER APR DATA - PARTICIPATION

19
21
22
22
23

GRADE LEVEL

23

STUDENT ATTENDANCE

23

RACE/ETHNICITY

24

SEX

25

POPULATION SPECIFICS

25

21APR DATA GUIDE 2

ENTER APR DATA - OUTCOMES

27

GPRA #1: ACADEMIC ACHIEVEMENT - STATE ASSESSMENTS

27

Reading and Language Arts

27

Mathematics

28

GPRA #2: ACADEMIC ACHIEVEMENT - GPA

28

GPRA #3: SCHOOL DAY ATTENDANCE

29

GPRA #4: BEHAVIOR

30

GPRA #5: ENGAGEMENT IN LEARNING

31

21APR DATA GUIDE 3

INTRODUCTION
This Data Guide provides basic explanations for all data submitted in the US
Department of Education’s (Department) 21st Century Community Learning Center’s (21st
CCLC) 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. It can be printed
or viewed onscreen to provide step-by-step assistance for users seeking guidance about
21APR data elements.

21APR collects 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
21APR is to collect information on the Government Performance and Results Act (GPRA)
performance indicators associated with the 21st CCLC program. All definitions provided in
this guide serve to meet the reporting requirements of the GPRA.
Within Federal parameters, States have the discretion to make decisions on State-level
(‘small p’) policies and definitions on specific measures relating to outcomes reporting,
activity categorization, staffing, and participation. States are responsible for documenting
and making these ‘small p’ decisions transparent. They are also responsible for
communicating these decisions in a timely manner to their grantees for the purpose of
consistent reporting on APR data.
There is a customizable template of this Data Guide to help SEAs communicate State-level
policies and definitions to grantees available at https://21apr.ed.gov/support. States may

21APR DATA GUIDE 4

also find the template useful when training their State and grantee users on entering data
into 21APR.

21APR DATA GUIDE 5

RULES OF BEHAVIOR
You are required to accept these Rules of Behavior once per year when logging into the
21APR system.
RESPONSIBILITIES
21APR is a Department of Education (Department) information system and is to be used for
official use only. Users must read, understand, and comply with these Rules of Behavior.
Failure to comply with the 21APR Rules of Behavior may result in revocation of your 21APR
account privileges, job action, or criminal prosecution.
21APR users must complete a basic security awareness training course prior to being
granted access to the system. The security topics addressed in this document provide the
required security awareness content, so it is important that you read through this entire
text. Users must also complete an annual security awareness refresher training. 21APR will
prompt you to reread the Rules of Behavior annually (or more often due to changes in the
system or regulations) to meet this requirement.
21APR users are responsible for notifying their 21APR User Administrator when they no
longer require access to 21APR. This may occur when a user gets new responsibilities that
do not include a need to access 21APR or when the user gets another job or position.
MONITORING
This is a Department of Education system. System usage may be monitored, recorded,
and subject to audit by authorized personnel. THERE IS NO RIGHT OF PRIVACY IN THIS
SYSTEM. Unauthorized use of this system is prohibited and subject to criminal and civil
penalties. System personnel may provide to law enforcement officials any potential
evidence of crime found on Department of Education computer systems. USE OF THIS
SYSTEM BY ANY USER, AUTHORIZED OR UNAUTHORIZED, CONSTITUTES CONSENT
TO THIS MONITORING, RECORDING, AND AUDIT.
21APR SECURITY CONTROLS
21APR security controls have been implemented to protect the information processed and
stored within the system. 21APR users are an integral part of ensuring the 21APR security
controls provide the intended level of protection. It is important to understand these
security controls, especially those with which you directly interface. The sections below
provide detail on some of those controls and the expectations for 21APR users.

21APR DATA GUIDE 6

21APR security controls are designed to:
■ Ensure only authorized users have access to the system;
■ Ensure users are uniquely identified when using the system;
■ Tie actions taken within the system to a specific user;
■ Ensure users only have access to perform the actions required by their position;
■ Ensure 21APR information is not inappropriately released; and
■ Ensure 21APR is available to users when needed.
Examples of security controls deployed within 21APR include:
■ Automated Session Timeout – Users are automatically logged out of 21APR after 15
minutes of inactivity. This helps ensure unauthorized users do not gain access to the
system.
■ Role-Based Access Control – User IDs are assigned a specific role within 21APR. This
role corresponds to the user's job function and restricts access to certain 21APR
capabilities.
■ Audit Logging – Actions taken within 21APR are captured in log files to help identify
unauthorized access and enforce accountability within the system.
■ Communication Protection – Traffic between a user's web browser and the 21APR
servers is encrypted to protect it during transmission.
The sections below describe several other security controls in place within 21APR. It is
important that you understand and comply with these controls to ensure 21APR security is
maintained.
USER CREDENTIALS
User credentials are the mechanism by which 21APR identifies and verifies users. These are
your user ID and password. User IDs uniquely identify each 21APR user and allow the 21APR
Administrators to attribute actions taken within the system to a specific user. This tracking
is important in enforcing accountability within the system. Passwords are used by 21APR to
verify a user’s identity. It is important for you to comply with the following rules governing
user credentials:
■ Protect your logon credentials at all times.
■ Never share your user id and/or password with anyone else. You are responsible for
all actions taken with your user credentials.
■ Passwords require a minimum complexity:
○ At least 12 characters in length
○ Case sensitive
○ At least one each of:

21APR DATA GUIDE 7

■
■
■
■
■
■

■ upper-case letters (A-Z),
■ lower-case letters (a-z),
■ numbers (0-9), and
■ special characters (for example: $%#!*&).
○ Must not contain any part of the user’s account name in any form (e.g., login
name, first name, last name).
○ Must not match or resemble the word “password” in any form (e.g., as-in,
capitalized, adding a number).
Passwords expire every 90 days.
If your account is inactive for 60 days, you must reset your password.
Do not write your password down or keep it in an area where it can be easily
discovered.
Avoid using the “remember password” feature.
User accounts are locked after three (3) consecutive invalid attempts within a 15minute period.
Reinstatement of a locked user account can only be reinstated by a Help Desk
technician or a system administrator.

PROTECTION OF 21APR INFORMATION
You are required to protect 21APR information in any form. This includes information
contained on printed reports, data downloaded onto computers and computer media (e.g.,
diskettes, tapes, compact discs, thumb drives), or any other format. In order to ensure
protection of 21APR information, you should observe the following rules:
■ Log out of 21APR or lock your computer before you leave it unattended by using the
< Alt > < Delete > key sequence when leaving your seat.
■ Media (including reports) containing 21APR information should be removed from
your desktops during non-business hours.
■ Store media containing 21APR information in a locked container (e.g., desk drawer)
during non-business hours.
■ Store digital information in an encrypted format where technically possible.
■ Media containing 21APR information should be properly cleansed or destroyed.
○ Shred paper media and compact discs prior to disposal.
○ Diskettes and other magnetic media should be cleansed using appropriate
software or a magnetic field with sufficient strength so as to make the
information unreadable.
■ Note that simply deleting files from magnetic media does not remove
the information from the media.
■ Media containing encrypted information can be excluded from the
cleansing process, although it is recommended.

21APR DATA GUIDE 8

■ If the access which you have been granted within 21APR is more than required to
fulfill your job duties, it should be reported to appropriate personnel.
■ Do not disclose 21APR information to any individual without a "need to-know" for the
information in the course of their business.
OTHER SECURITY CONSIDERATIONS
This section describes some additional security items of which you should be aware.
Incident Response
If you suspect or detect a security violation in 21APR, contact the 21APR Help Desk
immediately. For example, if you suspect someone may have used your user id to log into
21APR, you should contact the 21APR Help Desk. Other warning signs that 21APR may have
been compromised include but are not limited to (a) inappropriate images or text on the
web pages, (b) data formats that are not what is expected, (c) missing data, or (d) when
21APR is not available. While these may not be attributed to a compromise, it is better to
have it checked out and be sure than to take no action.
Shoulder Surfing
Shoulder surfing is using direct observation techniques, such as looking over someone's
shoulder, to get information. An example of shoulder surfing is when a person looks over
someone else's shoulder while they are entering a password for a system to covertly
acquire that password. To protect against this type of attack, slouch over your keyboard
slightly when keying in your password to block the view of a possible onlooker.
Social Engineering
Social engineering is a collection of techniques used to manipulate people into performing
actions or divulging confidential information. For example, a typical social engineering
attack scenario is a hacker posing as an authorized user, calling a system help desk, and
posing as that user. The hacker, through trickery, coercion, or simply being nice coaxes the
help desk technician into providing the login credentials for the user he or she is claiming to
be. The hacker then gains unauthorized access to the system using an authorized user's
credentials.
The example above is one example of a social engineering technique. Another is when a
hacker calls a user at random and pretends to be a help desk technician. Under the guise of
purportedly fixing a problem, the hacker requests the user's login credentials. If provided,
the user has unwittingly provided system access to an unauthorized person.

21APR DATA GUIDE 9

To defeat social engineering simply question anything that doesn't make sense to you. For
example, a help desk technician should never ask a user for their login credentials to
resolve a problem. If you receive a call from someone and you are not sure who they are,
ask for a callback number. Hang up the phone and call back to the number provided.
Hackers will typically provide a bogus number. Ask questions. If the answers you receive do
not make sense, end the call and report the incident to your local security organization.
Faxing
When faxing 21APR information, call the recipient of the fax and let them know it is coming.
Ask them to go to the fax machine so they can pull it off right away, so any sensitive
information is not left lying around the office.
Virus Scanning
Scan documents or files downloaded to your computer from the Internet for viruses and
other malicious code. Virus scanning software should also be used on email attachments.

21APR DATA GUIDE 10

SETTINGS
STATE CONFIGURATION
REPORTING DESIGNATION

SEA Super Users must select a reporting designation for their State when completing their
State Configuration in the 21APR system during the SEA Set-up Window. For the
performance year, select the reporting designation your State will be reporting for: school
year and summer, all year, or school year only.
You will be asked a series of conditional “Yes or No” questions to determine your State’s
reporting designation. You will then complete the justification text box explaining why you
have designated your State as the selected reporting designation. Note: The selection of
your reporting designation will be locked after you save and attest to it. The reporting
designation triggers 21APR to populate the data elements that are relevant for each center
to report. If you select the incorrect reporting designation for your State after saving and
attesting to it, please contact the 21APR Help Desk for assistance.
Does the State offer 21st Select “Yes”' if your State offers 21st CCLC programming
CCLC programming during the school year and at some or all centers during the
during the school year summer. Select “No” if your State does not.
and at some or all
centers during the
summer?
Does the State offer 21st Select “Yes” if your State offers 21st CCLC programming
CCLC programming during the school year only. Select “No” if your State does not.
during the school year
only?
Does the State offer 21st
CCLC programming
during the school year
and at some or all
centers during the
summer, with summer
funded under a separate
grant competition?

Select “Yes” if your State offers 21st CCLC programming
during the school year and at some or all centers during the
summer, with summer funded under a separate grant
competition. Select “No” if your State does not.

Does the State offer 21st Select “Yes” if your State offers 21st CCLC programming
CCLC programming during the school year and at some or all centers during the

21APR DATA GUIDE 11

during the school year
and at some or all
centers during the
summer, with summer
having one or more
distinctive
characteristics (e.g.,
offering relatively
different programming
and/or serving
relatively different
students)?
Does the State require
that summer
programming be
included in every 21st
CCLC funded program,
with summer serving
largely the same
students and using the
same curriculum and/or
methodology?

summer, with summer having one or more distinctive
characteristics (e.g., offering relatively different
programming and/or serving relatively different students
than during the school year). Select “No” if your State does
not.

Select “Yes” if your State requires that summer programming
be included in every 21st CCLC funded program, with summer
serving largely the same students and using the same
curriculum and/or methodology as school-year
programming. Select “No” if your State does not.

SET DATA ENTRY OPEN/CLOSE DATES FOR GRANTEE USERS

These federally set windows are visible only to State-level users. You can choose start and
end dates within the federally-set data entry windows for 1) Activities, Staffing, and
Participation (A/S/P) and 2) Outcomes for your grantee users. They will see the dates
selected displayed on their login screen.
Data Entry Window 1:
Activities, Staffing and
Participation (A/S/P)

Select the data entry dates that your grantee users will see
within the given dates.
Note:
● Entry dates for A/S/P will be locked the day after your
selected open date goes live. You can still modify
Outcomes data entry dates.
● Once A/S/P has closed for data entry, the data
entered cannot be modified.
● You must notify grantees of your State’s open/close
dates.

21APR DATA GUIDE 12

Data Entry Window 2: Select the data entry dates that your grantee users will see
Outcomes within the given dates.
Note:
● Entry dates for Outcomes will be locked the day after
your selected open date goes live.
● Once Outcomes has closed for data entry, the data
entered cannot be modified.
● You must notify grantees of your State’s open/close
dates.

EXPANDED LEARNING PROGRAM
(formerly stated as Expanded Learning Time [ELT])
Expanded Learning Program (ELP) 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 for the
minimum number of hours in a regular school day, days in a school week, or days or weeks
in a school year. These enrichment and academic activities may be included “as part of an
expanded learning program that provides students at least 300 additional program hours
before, during, or after the traditional school day” (Elementary and Secondary Education
Act [ESEA] as amended by Section 4204 [Title IV, Part B] of the Every Student Succeeds
Act [ESSA]).

Expanded Learning Choose “Yes” if your State allows the option to use 21st CCLC
Program (ELP)? funds for ELP activities. By choosing “Yes” here, the ELP
question will appear in each of your State's Center Details,
allowing Centers to indicate that they offer ELP. If you
choose “No,” then the ELP question will not appear in any of
your State’s Center Details.

Note: The selection of ELP in which your State reports can be changed by the SEA Super
User on the State Configuration page until the end of Data Entry Window 1. Selection will be
locked afterwards.

21APR DATA GUIDE 13

STATE OVERVIEW
The State Overview page is viewable by all State-level users. This includes a list of your
State’s grantees. Click on a grantee’s name to view, edit, and add centers. You can search
for grantees using the search bar; your list will be pared down to matching centers as you
type.

GRANTEE OVERVIEW
New grantee records may be entered by authorized State-level users throughout the year
by going back to the State Overview page.
All data in this section must be entered by staff at the State program office when the
grantee record is initially created.

CONTACT INFORMATION
In some cases, the GRANTEE NAME could be the same as the center name, but generally
it would not be.

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’s Name Enter the name of the person who should be contacted for
questions on the data.
Phone Number Enter the phone number (must be 10 digits) of the contact
person.
Email Enter the email of the contact person.

GRANTEE LOCATION
Address Enter the street address of the grantee named.
City Enter the city of the grantee named.
State This is pre-populated and cannot be edited.
Zip Code Enter the zip code of the grantee named.

21APR DATA GUIDE 14

GRANTEE TYPE
Choose the option that most closely identifies the grantee listed.
School District Choose if the grantee is a public school district. This includes
tribal schools.
Charter School Choose if the grantee is a recognized charter school.
College/University Choose if the grantee is an accredited institution
of post-secondary education (e.g., community college, tribal
college, college, university).
Community Based Choose if the grantee is a community-based organization not
part of the local school district nor a part of a religious
organization (e.g., non-profits, Boys and Girls Club).
Faith Based Choose if the grantee is affiliated with an organized religion.
This includes schools sponsored by a religious organization.
Other Choose this option only if all of the other options are not
appropriate.

PARTNERS
Partners 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.
Partner's Name Enter the name of the partner entity that provides an
in-kind or cash contribution to support the program. If
there are multiple partners, enter them one at a time.

21APR DATA GUIDE 15

CENTER DETAIL
CENTER INFORMATION

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.
Center’s Name Enter the name of the center.
Center’s Address Enter the street address of the center.
Center’s Zip Code Enter the zip code where the center is located.
Center’s City Enter the city where the center is located.
Center’s State This is pre-populated and cannot be edited.

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 (must be 10 digits) of the program
coordinator at the center for the 21st CCLC program.

CENTER TYPE
Choose the option that most closely identifies the location of 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).

21APR DATA GUIDE 16

Community Based 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).
Faith Based Choose this option if the center location is affiliated with an
organized religion. This includes schools sponsored by a
religious organization.
Other Choose this option only if all the other options are
not appropriate.

EXPANDED LEARNING PROGRAM (formerly stated as ELT)
ELP 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 for the minimum number of hours in a regular
school day, days in a school week, or days or weeks in a school year. These enrichment and
academic activities may be included “as part of an expanded learning program that
provides students at least 300 additional program hours before, during, or after the
traditional school day” (ESEA as amended by Section 4204 (Title IV, Part B) of ESSA). The
status is dependent on funding and policy decisions set by both the State and federal
governments.
Select “Yes,” if your state allows and you choose to use 21st CCLC funds for ELP activities. If
your State does not offer ELP, then the ELP question will not appear in the Center Details.
Expanded Learning Choose “Yes” if the center uses 21st CCLC funds to
Program (ELP)? offer ELP activities.
Upon selecting “Yes” as indicated above, the ELP questions below will appear.
Do you offer ELP Choose whether ELP activities are offered
during the school year, during the school year, summer, or both.
summer, or both?
What is the total number Enter the total number of participants being served
of students being during ELP, by center.
served during ELP, by
center?
What activities are the Choose the activity or activities grantees are implementing
grantees implementing during ELP.

21APR DATA GUIDE 17

during ELP? Choose all
that apply.

● Academic Enrichment
● Activities for English Learners
● Assistance to Students who have been Truant,
Suspended, or Expelled
● Career Competencies and Career Readiness
● Cultural Programs
● Drug and Violence Prevention and Counseling
● Expanded Library Service Hours
● Healthy and Active Lifestyle
● Literacy Education
● Parenting Skills and Family Literacy
● Science, Technology, and Mathematics, including
computer science
● Services for Individuals with Disabilities
● Telecommunications and Technology Education
● Well-rounded Education Activities, including credit
recovery or attainment

What is the total Enter the total number of hours per week ELP activities were
number of hours per offered by center.
week ELP activities are
offered by center?
Who is engaged in Choose the people who were in direct support of
providing services providing ELP:
during ELP? Choose all
● Administrators
that apply.
● College Students
● Community Members
● High School Students
● Parents
● School Day Teachers
● Other Non-Teaching School Staff
● Subcontracted Staff
● Other
What percentage of Enter the total percentage of funds provided by the State
funds allocated by State directed towards funding all ELP activities per center.
are directed toward
funding ELP activities,
by center?

21APR DATA GUIDE 18

ENTER APR DATA - ACTIVITIES
In this section, report on the activities delivered at each center. Every center activity must
be reported as one of the 14 activity categories provided by the US Department of
Education’s non-regulatory guidance which complies with ESEA as amended by Section
4201-4205 (Title IV, Part B) of ESSA. States are required to determine and communicate
how programming being offered at the center level will align with these activity categories
based on ESSA.
Select the category that best fits the primary purpose of the programming. Although
programs may provide activities that serve more than one purpose, choose the primary
purpose of the activity, and report all information for this activity through its primary
category. If an activity does not clearly fit into one of the 14 categories, select the activity
type that most closely fits. The SEA may provide State-specific guidance on assigning
activities to a particular category.
Below are descriptions of the 14 activity categories. These are not meant to be definitive
and are provided here solely as examples.
Academic Enrichment Activity that provides direct support for academic
achievement and helps students meet State academic
standards.
Activities for English Activity that provides direct support to students classified as
Learners English language learners.
Assistance to Students Activity that promotes school attendance and/or improved
who have been Truant, student behavior.
Suspended, or Expelled
Career Competencies Activity that prepares students to enroll and succeed in a
and Career Readiness credit bearing course at a post-secondary institution or a
high-quality certificate program with a career pathway to
future advancement.

21APR DATA GUIDE 19

Cultural Programs Activity that fosters inclusion and awareness about cultural
diversity and helps prepare students to thrive in an
increasingly diverse world.
Drug and Violence Activity that provides information about alcohol or other drug
Prevention and use prevention; promotes peaceful conflict resolution;
Counseling and/or provides socio-emotional counseling services.
Expanded Library Activity that utilizes expanded library services and hours.
Service Hours
Healthy and Active Activity that engages students in a physical activity and
Lifestyle develops an appreciation of health and nutrition.
Literacy Education Activity that contributes to the development and enjoyment
of reading and writing skills.
Parenting Skills and Activity that promotes parental involvement, parenting skills,
Family Literacy and literacy at home and in the larger community.
Science, Technology, Activity that contributes to the development of science,
Engineering, and technology, engineering, or mathematics (STEM) skills.
Mathematics, including
Computer Science
Services for Individuals Activity that supports the learning needs of students with
with Disabilities disabilities.
Telecommunications Activity that supports a student’s understanding of how to
and Technology use, evaluate, and access technologies for learning and
Education communication.
Well-rounded Education Activity that provides students with a diverse set of learning
Activities, including experiences across a variety of classes, activities, and
credit recovery or programs and an enriched curriculum.
attainment

21APR DATA GUIDE 20

PROPERTIES OF SELECTED ACTIVITIES
The below properties are reported in aggregate for the center. For example, calculate how
many participants attended and the total hours of all STEM activities offered for the school
year, summer, or all year.
How many participants Enter the total number of participants attending this activity
attended this activity during the school year, summer, or all year by center.
during the school year,
summer, or all year?
How many total hours of Enter the total number of hours this activity was offered
this activity were during the school year, summer, or all year by center.
offered by the center
during the school year,
summer, or all year?

21APR DATA GUIDE 21

ENTER APR DATA - STAFFING
Include the people who work, in either a paid or volunteer capacity, in the center in direct
support of the program and those who provided support for any activity for any amount of
time during the school year or summer.
Administrators Individuals who have a primary oversight capacity of the staff
and functions of the center.
College Students 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 at a feeder school.
Other Non-Teaching Individuals whose primary role is to provide services or
School Staff activities such as security, custodial, clerical, athletic, or
transportation within the school district or at a feeder
school.
Subcontracted Staff Individuals who enter into a formal contract to provide
services to the center. They are often referred to as
“vendors,” and may provide specialized activities.
Other Individuals who are not identifiable with any category above.

PROPERTIES OF SELECTED STAFF
Number of Paid Staff The number of individuals that receive monetary
compensation from the 21st CCLC award.
Number of Volunteers The number of individuals that do not receive monetary
compensation from the 21st CCLC award.

21APR DATA GUIDE 22

ENTER APR DATA - PARTICIPATION
In this section, report the number of students who were enrolled and attended
programming at the 21st CCLC center during the school year or summer. Choose the grade
the students are currently enrolled in or, if reporting for the summer, their grade level for
the upcoming school year.

GRADE LEVEL
How many Prekindergarten Enter the total number of participants in this grade level.
How many Kindergarten Enter the total number of participants in this grade level.
How many 1st Grade Enter the total number of participants in this grade level.
How many 2nd Grade Enter the total number of participants in this grade level.
How many 3rd Grade Enter the total number of participants in this grade level.
How many 4th Grade Enter the total number of participants in this grade level.
How many 5th Grade Enter the total number of participants in this grade level.
How many 6th Grade Enter the total number of participants in this grade level.
How many 7th Grade Enter the total number of participants in this grade level.
How many 8th Grade Enter the total number of participants in this grade level.
How many 9th Grade Enter the total number of participants in this grade level.
How many 10th Grade Enter the total number of participants in this grade level.
How many 11th Grade Enter the total number of participants in this grade level.
How many 12th Grade Enter the total number of participants in this grade level.

STUDENT ATTENDANCE
PreK-5th Grade and/or 6th-12th Grade
In this section, enter the total number of participants who attended based on the number of
hours they attended programming at the center. Enter this separately for each grade level.
Participation in hours must be reported on ALL students who participate in 21st CCLC. Note:
The total number of participants entered for Student Attendance must equal the total

21APR DATA GUIDE 23

number of participants reported for the center. The 21APR system will alert you if these
numbers do not match.
Less than 15 hours Enter the total number of participants who attended less
than 15 hours.
15-44 hours Enter the total number of participants who attended at least
15 hours and up to 44 hours.
45-89 hours Enter the total number of participants who attended at least
45 hours and up to 89 hours.
90-179 hours Enter the total number of participants who attended at least
90 hours and up to 179 hours.
180-269 hours Enter the total number of participants who attended at least
180 hours and up to 269 hours.
270 hours or more Enter the total number of participants who attended 270
hours or more.

RACE/ETHNICITY
PreK-5th Grade and/or 6th-12th Grade
In this section, enter the total number of participants for each ethnicity/race. While there
are many ways in which individuals self-identify, the 21APR system follows Department of
Education guidelines for demographic reporting. Note: The total number of participants
entered for Race/Ethnicity must equal the total number of participants reported for the
center. The 21APR system will alert you if these numbers do not match.
American Indian or Enter the total number of participants who are American
Alaska Native Indian or Alaska Native.
Asian Enter the total number of participants who are Asian.
Black or African Enter the total number of participants who are Black or
American African American.
Hispanic or Latino Enter the total number of participants who are Hispanic or
Latino.
Native Hawaiian or Enter the total number of participants who are Native
Pacific Islander Hawaiian or Pacific Islander.

21APR DATA GUIDE 24

White Enter the total number of participants who are White.
Two or more races Enter the total number of participants who are two or more
races.
Data not provided Enter the total number of participants for whom
race/ethnicity data are not provided.

SEX
PreK-5th Grade and/or 6th-12th Grade
In this section, enter the total number of participants for each sex. While there are many
ways in which individuals self-identify, the 21APR system follows Department of Education
guidelines for demographic reporting. Note: The total number of participants entered for
Sex must equal the total number of participants reported for the center. The 21APR system
will alert you if these numbers do not match.
Male Enter the total number of participants who are male.
Female Enter the total number of participants who are female.
Not reported in Male or Enter the total number of participants who are not reported
Female in male or female (e.g., students who are identified as nonbinary or another category that is not listed above).
Data Not Provided Enter the total number of participants for whom sex
data are not provided.

POPULATION SPECIFICS
PreK-5th Grade and/or 6th-12th Grade
In this section, the number of participants does not have to equal the total participants for
the center because some participants may be reported in more than one category, and
some may be reported in none.
Students who are Enter the total number of students who are English Learners.
English Learners If there are no students who are English Learners, enter “0.”
Check the box "Data Not Provided" if no data are available for
this population.

21APR DATA GUIDE 25

Students who are Enter the total number of students who are identified as
economically “economically disadvantaged,” as defined by the State. If
disadvantaged there are no students who are economically disadvantaged,
then enter “0.” Check the box "Data Not Provided" if no data
are available for this population.
Student with disabilities Enter the total number of students who have a current
Individualized Education Program (IEP) or 504 Plan. If there
are no students with disabilities, then enter “0.” Check the
box "Data Not Provided" if no data are available for this
population.
Family members of Enter the total number of family members of students who
participants served participated in activities sponsored by 21st CCLC funds. The
Department of Education does not narrowly define “family
member,” and as such, the State may define who it considers
to be a “family member.” If there are no family members of
participants served, then enter “0.” Check the box "Data Not
Provided" if no data are available for this population.

21APR DATA GUIDE 26

ENTER APR DATA - OUTCOMES
All States will report on all GPRA for all cohorts during the reportable performance period.
Note that data in this section are reported for selected grades by the subcategories of the
number of hours in which they attended.

GPRA #1: ACADEMIC ACHIEVEMENT - STATE ASSESSMENTS
Reading and Language Arts
Grades 4-8
Percentage of students in grades 4-8 participating in 21st CCLC programming during the
school year and summer who demonstrate growth in reading and language arts on state
assessments.
Check the “No data to report” box only if you have no data to report for all students in all
hour bands for this GPRA measure. This box should be selected if there is a State-level
reason why there would be no data to report for this GPRA measure. If selected, the SEA
Super User will be required to provide an explanation for why there are no data to report for
this GPRA measure on the Certify Data page during Certification.
Unavailable Student Data: If you have some students for whom you have no outcome data
to report for this GPRA measure, then a narrative box will display giving you the opportunity
to explain why these data are unavailable and to report on any factors that impacted your
ability to report these data.
For how many of these Enter the number of participants in grades 4-8 for whom you
students do you have have outcome data to report.
outcome data to report?
Of the students for Enter the number of participants in grades 4-8 who,
whom you have according to State policy, are deemed to have demonstrated
outcome data to report, growth in reading and language arts on state assessments.
how many
demonstrated growth in
reading and language
arts on state
assessments?

21APR DATA GUIDE 27

Mathematics
Grades 4-8
Percentage of students in grades 4-8 participating in 21st CCLC programming during the
school year and summer who demonstrate growth in mathematics on state assessments.
Check the “No data to report” box only if you have no data to report for all students in all
hour bands for this GPRA measure. This box should be selected if there is a State-level
reason why there would be no data to report for this GPRA measure. If selected, the SEA
Super User will be required to provide an explanation for why there are no data to report for
this GPRA measure on the Certify Data page during Certification.
Unavailable Student Data: If you have some students for whom you have no outcome data
to report for this GPRA measure, then a narrative box will display giving you the opportunity
to explain why these data are unavailable and to report on any factors that impacted your
ability to report these data.
For how many of these Enter the number of participants in grades 4-8 for whom you
students do you have have outcome data to report.
outcome data to report?
Of the students for Enter the number of participants in grades 4-8 who,
whom you have according to State policy, are deemed to have demonstrated
outcome data to report, growth in mathematics on state assessments.
how many
demonstrated growth in
mathematics on state
assessments?

GPRA #2: ACADEMIC ACHIEVEMENT - GPA
Grades 7-8 and 10-12
Percentage of students in grades 7-8 and 10-12 attending 21st CCLC programming during the
school year and summer with a prior-year unweighted Grade Point Average (GPA) of less
than 3.0 who demonstrated an improved GPA.
Check the “No data to report” box only if you have no data to report for all students in all
hour bands for this GPRA measure. This box should be selected if there is a State-level
reason why there would be no data to report for this GPRA measure. If selected, the SEA

21APR DATA GUIDE 28

Super User will be required to provide an explanation for why there are no data to report for
this GPRA measure on the Certify Data page during Certification.
Unavailable Student Data: If you have some students for whom you have no outcome data
to report for this GPRA measure, then a narrative box will display giving you the opportunity
to explain why these data are unavailable and to report on any factors that impacted your
ability to report these data.
For how many of these Enter the number of participants in grades 7-8 and 10-12 for
students do you have whom you have outcome data to report and who had a prioroutcome data to report year unweighted GPA of less than 3.0.
and who had a prioryear unweighted GPA of
less than 3.0?
Of these students, how Enter the number of participants in grades 7-8 and 10-12 who
many demonstrated an are deemed to have demonstrated, according to State policy,
improved GPA? an improved GPA.

GPRA #3: SCHOOL DAY ATTENDANCE
Grades 1-12
Percentage of students in grades 1-12 participating in 21st CCLC programming during the
school year who had a school day attendance rate at or below 90% in the prior school year
and demonstrate an improved attendance rate in the current school year.
Check the “No data to report” box only if you have no data to report for all students in all
hour bands for this GPRA measure. This box should be selected if there is a State-level
reason why there would be no data to report for this GPRA measure. If selected, the SEA
Super User will be required to provide an explanation for why there are no data to report for
this GPRA measure on the Certify Data page during Certification.
Unavailable Student Data: If you have some students for whom you have no outcome data
to report for this GPRA measure, then a narrative box will display giving you the opportunity
to explain why these data are unavailable and to report on any factors that impacted your
ability to report these data.

21APR DATA GUIDE 29

For how many of these Enter the number of participants in grades 1-12 for whom you
students do you have have outcome data to report and who had a school day
outcome data to report attendance rate at or below 90% in the prior school year.
and who had a school
day attendance rate at
or below 90% in the
prior school year?
Of these students, how
many demonstrated an
improved attendance
rate in the current
school year?

Enter the number of participants in grades 1-12 who are
deemed to have demonstrated, according to State policy, an
improved attendance rate in the current school year. If you
are unsure of what the baseline measurement for
improvement is from the previous year, then check with your
SEA.

GPRA #4: BEHAVIOR
Grades 1-12
Percentage of students in grades 1-12 attending 21st CCLC programming during the school
year and summer who experienced a decrease in in-school suspensions compared to the
previous school year.
Check the “No data to report” box only if you have no data to report for all students in all
hour bands for this GPRA measure. This box should be selected if there is a State-level
reason why there would be no data to report for this GPRA measure. If selected, the SEA
Super User will be required to provide an explanation for why there are no data to report for
this GPRA measure on the Certify Data page during Certification.
Unavailable Student Data: If you have some students for whom you have no outcome data
to report for this GPRA measure, then a narrative box will display giving you the opportunity
to explain why these data are unavailable and to report on any factors that impacted your
ability to report these data.

For how many of these Enter the number of participants in grades 1-12 for whom you
students do you have have outcome data to report and who had in-school
outcome data to report suspensions in the previous school year.
and who had in-school
suspensions in the
previous school year?

21APR DATA GUIDE 30

Of these students, how Enter the number of participants in grades 1-12 who,
many experienced a according to State policy, experienced a decrease in indecrease in in-school school suspensions in the current school year.
suspensions in the
current school year?

GPRA #5: ENGAGEMENT IN LEARNING
Grades 1-5
Percentage of students in grades 1-5 participating in 21st CCLC programming during the
school year and summer who demonstrated an improvement in teacher-reported
engagement in learning.
Check the “No data to report” box only if you have no data to report for all students in all
hour bands for this GPRA measure. This box should be selected if there is a State-level
reason why there would be no data to report for this GPRA measure. If selected, the SEA
Super User will be required to provide an explanation for why there are no data to report for
this GPRA measure on the Certify Data page during Certification.
Unavailable Student Data: If you have some students for whom you have no outcome data
to report for this GPRA measure, then a narrative box will display giving you the opportunity
to explain why these data are unavailable and to report on any factors that impacted your
ability to report these data.
For how many of these Enter the number of participants in grades 1-5 for whom you
students do you have have outcome data to report.
outcome data to report?
Of these students for
whom you have
outcome data to report,
how many
demonstrated an
improvement in
teacher-reported
engagement in learning?

Enter the number of participants in grades 1-5 who,
according to State policy, are deemed to have demonstrated
an improvement in teacher-reported engagement in
learning.

21APR DATA GUIDE 31