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NYS TARC Newsletter—August 2023

Updated: Aug 2, 2023

🎉 Congratulations and Welcome to the new Round 8a Subgrantees! 🎉

Explore our website as you become more familiar with the 21st Century Community Learning Centers grant. The timeline and Meet and Greet resources will be a great place to start.

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Ongoing Housekeeping Notes

Listed, below, are some of the important activities that require ongoing attention and monitoring throughout the year.

EZReports Data Entry:

  • Monthly certification of student demographics, enrollment, activities, and attendance records.

  • Monthly entry of new students’ State 10-digit ID numbers (RoS) or OSIS 9-digit ID(NYC) numbers for every enrolled student.

  • Monthly update of teachers’ names entered for every new student enrolled in grades 1-5. This information will be used to populate the distribution for the Teacher Surveys at the end of the year.

Submit quarterly FS-25 claim forms to Grants Finance, if applicable.

It is recommended that FS- 25s are submitted to Grants Finance as often as monthly, or at least quarterly.

Monitor the need for any Budget Amendments (FS-10-As) and submit via These are accepted any time during the Program Year up until March 15th each year.

Convene and document the proceedings of required meetings and events with data manager, fiscal manager, educational liaison, evaluator, partners, program staff, and/or safety team. This includes Advisory Board Meetings, Collaborative Planning Time with schools and partners, internal Professional Development Sessions, Family Forums, and other organizational events. See Site Monitoring Visit (SMV) Tool for more detail and timeline requirements.

Actively maintain all required programmatic, fiscal, and operational records and annually updated plans, in a system that allows for efficient retrieval and ready use (for evaluation, accountability, and other reporting procedures).


Updates to Submission Method for Program Modifications and Budget Amendments

We are happy to announce the launch of a new, more streamlined method to submit Program Modifications and Budget Amendments using the Survey Monkey Apply (SMA) Portal. See the following documents:

What Is New?
  • All Program Modifications and Budget Amendments must now be submitted through the Survey Monkey Apply (SMA) Portal ( Programs can submit program modification and budget amendment requests and upload required documentation after creating a SMA account.

  • A technical assistance document (# 4 above) has been created to provide instructions on how to create an SMA account and submit program modifications and budget amendments.

  • Subgrantees will submit their request in SMA which will be reviewed first by the Technical Assistance Resource Center (TARC) prior to the modification being review by NYSED in SMA. After TARC review, the modification will be transferred to NYSED for review.

  • Subgrantees can access the Budget Amendment Fact Sheet (# 3 above) for information and assistance about budget amendments.

What’s Staying the Same?
  • Programs will still need to have all program modification requests reviewed by their respective TARCs.

  • Correspondence regarding questions, clarifications, and modification status between subgrantees and NYSED will still happen through email.

  • Programs should still review the Program Modification Fact Sheet before submitting their modification to ensure all required documents are submitted.

  • If a program is having technical difficulties using the portal, they are encouraged to reach out to the SMA support within the application. Instructions on how to access support are located in the technical assistance document attached.

  • If a program needs clarification regarding what is being requested within the application, they are encouraged to reach out to their respective TARC, NYC ( and RoS (


Important Reminders from the 21st CCLC Timeline:

Summer-Commencing Programs: Convene 1st Advisory Board Meeting/Kick-Off. Invite all stakeholders, including but not limited to, partnering agencies, school leaders/liaisons, the local evaluator, data managers, parent & community advocates/ambassadors. Purposes: Comprehensive Planning, creating/clarifying mutual agreements. Topics might include scheduling, roles, norms/expectations for engagement, communication, collaboration. Begin summer programming, if applicable. School Age Child Care (SACC) Registrations must be current and sent to NYSED and TARCs (Technical Assistance Resource Centers) before programming can begin. Enter summer 2023 program participation and activity data into Reports by August 31, 2023. Obtain grade report data for all participating students in grades 7-8 and 10-12 from partnering school district(s) in accordance with the prior-approved Partnership Agreement by August 31, 2023. See Calculating GPAs and GPRA Information Session for additional information. Obtain student outcome data from districts as needed for local objectives. If these records cannot be obtained in time for the Annual Evaluation Report (AER) deadline, please submit outcome information in an addendum. The local evaluator is to complete the AER, using the AER template form, and submit it to the subgrantee and NYSED by September 30, 2023. It can be emailed to NYSED at Submit (Year 1) FS-10-F to Office of Grants Finance by September 30, 2023. Ready information for Year 2 Strategic Planning. Synthesize and integrate recommendations and input gathered from Needs Assessment and/or the Support Services and Learning Needs Inventory, the Annual Evaluation Report, and the Internal Review processes into plans for next year. Communicate findings, celebrate successes, and share plans with the community and stakeholder audiences. SAVE THE DATE! Rest of State Fall 23 Conference: September 28 & 29 (flyer) NYC Fall 23 Conference: TBA

  • Attendance is required for ALL Program Managers. Fiscal Coordinators, Evaluators, Data Managers, Site Coordinators, and other program staff are able and encouraged to attend. Look out for updates from your Resource Center.

  • See below in the "Events" section of this email for information about an opportunity to be a Conference panelist.


Important note for Program Leaders about the Annual Evaluation Report (AER)

  • The Annual Evaluation Report (AER) summarizes each program’s progress and results. It is completed by the local evaluator using the AER Template to organize and display specific types of information the state requires. It is submitted to NYSED every year by September 30.

  • The evaluator will submit this report to the program leader to review. Program leaders should verify the information contained in the report. Much of the information will have been shared with the program already in earlier findings reports. Program leaders can let their evaluators know if they have any questions about the contents prior to its submission to the state.

  • What is the AER used for? The AER is NOT used to assess an individual program’s performance. The AER collects information which is used by NYSED to reference the design of the evaluation, alignment of performance indicators with 21CCLC state objectives, program implementation progress, and to gather insights about the program’s utilization of findings/improvement recommendations. Information in the program’s AER is kept confidential; it is reviewed by the state-level team, not shared publicly.

  • Value to Program Directors. Program-level stakeholders are not the primary audience for the AER, yet the information it contains is important to review because recommendations from the evaluator can be incorporated into next year’s program implementation plan. Programs are required to keep a copy of each year’s AER in their records as evidence of Indicator H-1a on the Site Monitoring Visit (SMV) tool.

  • For more information about the purpose of the AER, please reach out to the Statewide Evaluation Team: Lil ( and Jonathan (

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EZReports Guidance


Make sure you are accessing the correct EZReports web address.

You will notice that each link above has a different cover photo to help alert you. Notice that the 2023-2024 system has painted child-size hands.

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Rest of State Fall 23 Conference: September 28 & 29 (flyer) NYC Fall 23 Conference: TBA

  • Attendance is required for ALL Program Managers. Fiscal Coordinators, Evaluators, Data Managers, Site Coordinators, and other program staff are able and encouraged to attend. Look out for updates from your Resource Center.

We want to extend an invitation to subgrantees to be a panelist at our upcoming 21st CCLC Fall Conference. As we plan for our fall professional development offerings, it is essential for us to ensure that the voices of our 21st CCLC community are at the center of the conversation. Your experiences and insights in the roles of Project Manager, Evaluator, Site Coordinator, and Principal/School Leader make you an ideal candidate for this opportunity.

Our conference aims to provide a platform for diverse perspectives to come together and share their knowledge on various 21st CCLC components. We believe that their unique insights and experiences would greatly benefit our attendees.

If you are interested in being a panelist, please complete this link: NYC 21st CCLC Fall Conference - Panelist Interest Form


These are non-required events that may interest you:

Ongoing: Self-Paced Professional Development

The Resource Centers have partnered with Change Impact to offer a unique PD experience with Change Up Learning – an interactive online PD platform. Change Up Learning offers a variety of self-paced courses on relevant topics including Equity and Inclusion, Trauma-informed Practices, Positive Youth Development and more! These free courses are not mandatory, but available to support 21st CCLC subgrantees – and have been approved for New York State SACC credits. Create an account and access the growing library of courses by using the custom links below:

Now through September

Network for Youth Success: New JEDI Trainings Topics (Racism and bias; Supporting LGBTQIA2S youth and families; Intersectionality; Native American cultural competency; Ageism and youth empowerment)

Aug 8

Aug 8

Aug 8

New York State Trauma-Informed Network and Resource Center (NYS TINRC): Breath Body Mind Information Session

Aug 9 & 10

Aug 11

National Center for Community Schools | Children's Aid: Community School Supervisor Boot Camp

Aug 15

Afterschool Math Plus (ASM+) Webinar: Activities from each ASM+ themes

Sept 19

New York State Trauma-Informed Network and Resource Center (NYS TINRC): Breath Body Mind Information Session

Sept 20

NYSED Office of Early Learning: Navigating PreK Day

Oct 9 - 13

2023 National Family Engagement Summit Early Bird Registration NOW OPEN




NYSED: 21st Century Community Learning Center (CCLC) Program Subgrantee Best Practice Spotlight Submission Process

The U.S. Department of Education’s (Department) Nita M. Lowey 21st Century Community Learning Center (21st CCLC) program is seeking assistance from State educational agencies (SEAs) in identifying innovative and engaging 21st CCLC subgrantee programs to spotlight. The Department’s 21st CCLC will select up to two subgrantee programs to spotlight quarterly on its program’s landing page.

All submissions should be made to with the subject Subgrantee Spotlight. SEAs will need to submit a hi-resolution JPEG or PNG file and provide the following information:

  • Program name and location

  • Program contact information

  • Student names and grades

  • Description of activity, achievement, or accomplishment

  • Description of the positive impact the sub-grantee brings to the overall goals and mission of the 21st CCLC program

The Department will review submissions using a scoring rubric for overall goals and participation of student, teacher, parental, and community engagement of the 21st CCLC program. The scoring rubric can be viewed here.

Please find the timeline for submissions and publication for the upcoming year below:

Thank you! The Department appreciates all you do on behalf of students and families, and we look forward to reviewing your State’s submissions.


NYS Office of Mental Health: OMH 988 Updates and Education Newsletter NASA: Building Engineering Mindsets with NASA: a playlist of activities.

Looking for activities you can implement in your afterschool program today? Say goodbye to googling or searching on Pinterest. Use the following activities in sequence to support youth in building an engineering mindset.

Powering Your STEM/STEAM Initiatives

Send your name to Jupiter's moon Europa by signing a poem by U.S. Poet Laureate Ada Limón that will travel abroad NASA's Europa Clipper spacecraft. Your name, together with others, will be engraved on the spacecraft before it travels 1.8 billion miles on a mission to see if Europa has conditions that support life.

Explore how two different organisms can form a mutually beneficial relationship through this activity from PBS.


Camp Erin:

This free bereavement sleepaway camp for 6- to 17-year-olds will be held Aug 25-27 in PA.


You for Youth (Y4Y):

Recruiting, Training, and Retaining Staff (Quality Program Quickstarter)

Developing Strategic Partnership (Recorded Webinar Series)


NYS Office of Children and Family Services:


Program Spotlight

Growing Green Minds: Student Scientists Investigate Climate Change at Jamaica Bay Wildlife Refuge

Some of you may know, that last year, we had two subgrantees participate in the National Park Service After School Citizen Science STEM Program. With luck, patience, and a little bit of persistence, the initiative will be funded again this coming year, and we have three subgrantees that will participate this coming year.

Gateway National Recreation Area (NPS), andJamaica Bay-Rockaway Parks Conservancy (JBRPC) have created a program that will help students learn about climate change through monitoring seasonal development (phenology) of native plants in the Jamaica Bay Wildlife Refuge. Students demonstrate their knowledge by completing a visual representation of their data and presenting their findings at the end of the program.

This year, Kan Cobra Tiger Alliance at PS 273, Victoria Shelton at PS 95 (NYCDOE CSD 29), and Counseling in Schools at PS 38 will be participating in the project.

Check out this great video from their work with AIM and Brooklyn Collegiate:


To be featured in an upcoming newsletter, submit your stories and photos here.

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