Evaluation & Data Management

NEW! 21stCCLC Data System Transition 

• Meeting recording (Video) 3/20/2025

• NYS 21st CCLC Transition to Afterschool21 PowerPoint

• Transition Attendance Template

• Student Preregistration List Template

• Meeting Q&A

• Afterschool21 Training Recording June 24th (Added 7/2/25)

• Afterschool21 Training Recording June 25th (Added 7/2/25)

Local Evaluation Requirements

• NYS 21st CCLC Local Evaluation Framework & Timeline (7/23)

• New! Program Director's Quick Guide to Program Evaluation

• Evaluability Checklist, Year 1 only (7/23) PDF | DOCX

• Evaluability Checklist Update for New Sites Added in Years 2-5 (posted 2/28/25) PDF | DOCX

•  REQUIRED Year 3 AER Template (Posted June 2025).  

  • ​Note: Completed AERs and all supporting documentation must be emailed to NYSED at EMSC21CCLCSTCCLC@NYSED.GOV  by Friday, October 31, 2025. Before submission, Program Directors must review the AER to verify the accuracy and completeness of all information.

• REQUIRED Year 3 Annual Evaluation Report (AER) Evaluation Plan & Results Table. (Posted June 2025) This completed form accompanies the AER Template.  ​

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Program Data Reporting Requirements

•  Grade Point Average (GPA) Reporting Guidance

  • Guidelines for GPA Reporting (Updated 6/18/25)

  • 21st CCLC GPA Calculator  Grading Scales (Added 6/18/25)

  • Using GPA Calculators to Convert Grades on Vimeo! (Added 6/25/25)

  • GPA calculators 24-25 (Updated 6/23/25)

    • In response to feedback, ALL calculators have been updated to accommodate up to 2,500 students each.​

  • Live Q&A document

• Required maintenance of student demographic and outcome data (6/23)

• Federal Government Performance and Results Act (GPRA) Implementation Guide ​​

• Understanding GPRA and APR​​

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Resources for Evaluators​

• Evaluation Planning Tips

• Logic Model Guidance

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Resources for Data Managers​

• Guidance for the Program Data Manager Role

• Sample Data Manager Activity Log

• New! 21st CCLC Data Management Handbook

• NYC 21st CCLC Data Management Presentation

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Recent Reports

• NYS 21CCLC Statewide Annual Report, Round 8 Year 2

• NYS 21CCLC Program Case Study Report, Round 8 Year 2

• NYS 21CCLC Programs’ Use of Supports, Round 8 Year 1

• NYS 21CCLC Program Case Study Report, Round 8 Year 1

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Historical Documents for Additional Reference

• NYS 21st CCLC Evaluation Manual

• NYS Evaluation Manual Addendum

• Statewide Annual Evaluation Reports

  • 2017-2018

  • 2018-2019

  • 2019-2020

  • 2020-2021

  • Round 7 Final Report, 2017-2022

  • Annual Report Year 1, Round 8

  • Annual Report Year 2, Round 8

• • Guidance for Evaluation During COVID Pandemic​

  • Principles of Effectiveness for 21 CCLC programs