NYS TARC Newsletter—July 2025
- NYS 21CCLC TARC
- Jun 25
- 9 min read
Jump to section: NYSED News/Updates
Important Reminders from the NEW '24-'25 21st CCLC Timeline:
Submit 2024-2025 attendance entry using NYSED templates by July 15, 2025. Instructions for secure submissions coming soon.
Submit Annual MWBE 104G Compliance Report to the MWBE office at mwbegrants@nysed.gov by July 31.
Obtain grade report data for students in Grades 7, 8, and 10-12 from partnering school district(s) in accordance with the prior-approved Partnership Agreement and submit completed GPA calculators to NYSED’s SharePoint site by August 31. Programs required to submit GPAs should reach out to EMSC21stCCLC@nysed.gov for further information. Review the training materials and the recording of the June 18, 2025, training. Contact your TARC promptly if your district’s schedule for releasing grades will not allow you to meet this deadline.
Grade Point Average (GPA) Reporting Guidance:
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.
Local Evaluators: Complete Annual Evaluation Report (AER; MS Word Document) and accompanying Evaluation Plan & Results Tables (MS Excel Workbook) and send it to the Program Director and NYSED to EMSC21stCCLC@nysed.govby October 31. Obtain student outcome data from districts as needed for local objectives. If these records cannot be obtained in time for the AER deadline, please submit outcome information in an addendum.
Submit 2024-2025 Final Expenditure Reports (FS-10-F) to Office of Grants Finance by September 30. Recommended in Excel; please enable macros.
Commence Summer Programming (if applicable; Year 4 began July 1, 2025)
Prepare information for Year 4 Strategic Planning. Synthesize and integrate recommendations and input gathered from Needs Assessment and/or the Support Services and Learning Needs Inventory, the AER, 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: Fall 2025 ROS Conference, taking place on September 19, 2025. If you need any accommodations to ensure your comfort or participation, feel free to share them with us here. More information to follow as the date approaches. If you are interested in participating as a vendor please fill out this Google form.
All the SACC programs should keep their SACC licenses up to date, and ensure renewal of any license in need of it. TARCs will reach out to programs for updated information.
EZReports Guidance
We have informed our partners and subgrantees that EZreports will not be used after 3/31/25 since the contract with them has not been extended, as a new contract has been awarded to TransAct, following a competitive bid. TransAct, with their data collection system Afterschool21, will provide 21st CCLC data collection services for the New York State System. During the transition time, subgrantees will need to track their own attendance between the dates of March 31st – June 30th. At the end of the year, subgrants will need to fill out the template provided by TransAct and submit it to NYSED no later than July 15th, 2025.
NYSED and the Resource Centers will assist subgrantees through this transition. Please reach out to EMSC21stCCLC@nysed.gov and your respective Resource Center for assistance.
PD/Events
REQUIRED EVENT
Please see upcoming virtual Afterschool21 (New Statewide Data Collection System) training opportunities. These trainings are required for all subgrantee program directors and/or program leadership to attend. Please forward to your site coordinators and other relevant staff. The training will include grant level and site level training for users.
WHAT: Afterschool21 Grantee Level Training | WHAT: Afterschool21 Site Level Training |
WHO: Program Directors, Data Managers, and Evaluators | WHO: Program Directors, Data Managers, Evaluators, Site Coordinators, and other system users |
WHEN: September 16th 1p – 2:30p | WHEN: September 17th 1p – 2:30p |
Registration Link - https://attendee.gotowebinar.com/register/5968679527621656406?source=CS+Email |
These are non-required PD/events that may interest you:
July 29: NYS 21stCCLC TARCs: Creating Meaningful Lesson Plans
Please join us for a free virtual Professional Development event, “Creating Meaningful Lesson Plans”!
This professional development session will be held by the Rest of State and NYC TARCs and will dive into the building blocks of a successful lesson plan, as well as tips and tricks for state compliance and incorporating SEL benchmarks.
When: July 29th, 2-3PM.
Link to register: https://binghamton.zoom.us/meeting/register/WJ-nbdoyTH2EsTw7nYkp8Q
On-Going Offering:
Self-Paced Professional Development
We're happy to remind you that 21C subgrantees have access to a number of free, self-paced courses through our partnership with Change Up Learning! Each course takes approximately 1-1.5 hours to complete, offers a Certificate of Completion (with SACC credits), and features resources you can utilize at your site.
As you wrap up programming in the next few weeks and prepare to kick off a new year, consider exploring the topics below to support your youth development efforts.
Gain tools to build design intentional activity plans: OST Alignment – Curriculum + Lesson Plans (includes a customizable lesson plan template - preview here!)
Level up academic engagement and STEM activities: OST Alignment - Academics or Educational and Fun Project-Based Learning
Learn ways to promote positive engagement and navigate challenging behaviors: Positive Behavior Management
Get started today!
If you’re based in NYC, activate your account here.
If you’re based in the rest of NY state, activate your account here.
Resources
The Dignity for All Students Act – BOCES Trainer Session
Register: Thursday 7/17/25 12-3pm
***This session is ONLY open to BOCES staff who train or work directly with building-level
Dignity Act Coordinators. Registrants must use their BOCES email address to register.***
The Dignity for ALL Students Act is a state law intended to create a learning environment free of bullying, harassment, and discrimination for ALL students. This is not an easy task. Implementation requires policies and procedures as well as intentional actions to create a safe and supportive school climate where all students know they are valued members of the school community. An integral component of successful implementation is a knowledgeable, empowered, and empathetic Dignity Act Coordinator.
This 3-hour session will prepare attendees to provide professional development to Dignity Act Coordinators on the technical requirements of Dignity Act implementation, as well as the adaptive skills essential for receiving and responding to incident reports. Misconceptions surrounding School Safety and the Educational Climate (SSEC) reporting will be addressed to ensure attendees are equipped to support questions around reporting.
Session materials will include resources attendees can use during their training sessions for building-level Dignity Act Coordinators.
PLEASE NOTE:
This session is ONLY open to BOCES staff who train or work directly with building-level Dignity Act Coordinators. A BOCES email address is required for registration.
This is NOT the 6-hour training workshop required for educator certification.
Capacity is limited. Registration is required.
In-Person Training: Every Child, Every Day: Improving Attendance in Schools
The C/W Community Schools TAC team is hosting a free, in-person attendance workshop, facilitated by Jorge Blau from the National Center for Community Schools.
Join us for a full-day interactive session to deepen your understanding of chronic absence and enhance your team's response. This session is for school attendance teams (groups of 2-6).
* Registration is available for those in the Central/Western region and offered at three locations across the state. Choose the one that best suits your team's schedule. (Other regions can register to be put on a waitlist)
New Recorded Webinars from the Office of Early Learning
The Office of Early Learning has recently released the recordings of several webinars on our Early Learning Webinar Series webpage. Newly released webinar recordings include:
A collaboration between the New York State Library and the Office of Early Learning. This webinar is intended for library staff and focuses on supporting the State’s literacy initiatives.
Student-Centered Learning Environment Best Practices
This webinar and accompanying resource document highlight the importance of bringing learning centers into the classroom, integrating the theme of study, and leveraging student choice.
Inclusion in PreK – Why it Matters and Best Practices from the Field
This webinar explores practical examples from across New York State about how programs and educators are supporting children with disabilities in inclusive classroom settings.
Please contact the Office of Early Learning with any questions at OEL@nysed.gov.
Handbook for Summer School Administrators and Principals
The New York State Education Department has issued its 2025 Handbook for Summer School.
The handbook includes requirements for summer school programs, promising practices, and the Regents examination schedule.
For any questions, please see the State Education Department contact list on pages 34-35 of the handbook.
Updated Annual Reminder Memos from NYSED to Public and Charter Schools Regarding Requirements for Updating District-Wide School Safety Plans and Building-Level Emergency Response Plans
NYSED has updated our annual reminder memos to public and charter schools regarding requirements for updating district-wide school safety plans and building-level emergency response plans.
In addition to reviewing the regulatory requirements that went into effect in 2024, we provide information about the regulatory requirements effective July 1, 2025.
All schools and districts must use the emergency response terms in their emergency plans and procedures:
Evacuate or evacuation
Shelter or shelter-in-place
Lockdown
Hold or hold-in-place
Secure Lockout
For additional information or questions, contact the Office of Student Support Services at SafetyPlans@nysed.gov, 518-486-6090.
The Mental Health Association of New York State (MHANYS) Movie Night and 4th Annual School Mental Health Summer Academy
The MHANYS School Mental Health Resource Center is providing two events this summer to promote mental health in students, families, and school communities.
Participants will have free access to the movie “Inside Out 2” on the weekend of July 18-20. Registrants will also receive guided questions and resources for families and caregivers to discuss the movie and help children talk about their feelings.
Save the date for the 4th annual School Mental Health Academy on August 19-20. This year will include a State Commissioners' Fireside Chat featuring three Commissioners – NYS Education Department Commissioner Betty A. Rosa, NYS Office of Mental Health Commissioner Ann Sullivan, and NYS Office of Addiction Services and Supports Commissioner Chinazo Cunningham.
For questions and more information, please contact MHANYS at 518-434-0439 or info@mhanys.org.
Office of Early Learning P-3 Summer Newsletter Release
The Office of Early Learning has released the 2025 P-3 Summer Newsletter.
This issue includes:
Summer Learning Resources
Summer Meal Resources
2024-2025 Highlights from the Office of Early Learning
UPK Collaboration Council Update
Literacy Attestation Information
To subscribe, please join the OEL Newsletter email list.
Please direct any questions to the Office of Early Learning at OEL@nysed.gov
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Program Spotlights
21st Century MPMS - NASA STEM Fair
The NASA stem fair was held at the Mont Pleasant Middle School 21st Century Program in partnership with NASA and NYSED, for the NASA STEM Fair on Thursday, May 29th, from 4:30 to 6:00 PM.
It was a hands-on STEM exploration, where the students showcased their creativity and innovation through the NASA Engineering Design Challenge, Union College STEP Program SEAPERCH robots, and student-created STEM activities. It was a wonderful opportunity to inspire the future scientists, engineers, and problem solvers.
Springtime Celebrations in NYC
The MS 136 and MS 821 programs hosted the annual Spring Afterschool Festival. Students presented their work from over 25 different afterschool clubs to family, friends, teachers and elementary school students from the PS 516 21st CCLC program. The afternoon included a gallery walk, hands-on experiential activities for guests, led by students, and performances. The high school produced an original, improvisational show entitled "Right Place, Right Time" that told the stories of a group of teen characters as they navigate family, friends and school in this challenging moment. The high school students contributed to every aspect of the show- building sets, writing the lyrics to the songs, and creating the storyline. And finally, just last week, PS 516 put on a rousing original production entitled "When I Grow Up" which featured all 160 participants exploring different careers through theater, song and dance.
Evaluators' Corner
End of Year Program Staff Survey: Please complete the Program Staff Survey if you haven't already. You can still get it in! MI emailed surveys to Program Directors, Site Coordinators, Education Liaisons, Data Managers, and External Program Evaluators in June.
2024-25 AER Templates have been released.This year's AERs will be due on October 31.
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.
Year 3 Annual Evaluation Report (AER) Evaluation Plan & Results Table. (Posted June 2025) This completed form accompanies the AER Template.
Post-SMV Reflections: If your program has participated in an SMV this year and you would like to provide feedback about your SMV experience, please use the Post SMV survey link to access the form. Any questions related to this survey should be directed to Laura Sweig at 21ceval@measinc.com
Recent feedback about SMVs:
"The SMV tool was especially helpful in clearly outlining expectations for program compliance, documentation, and overall implementation. The structured format made it easy to identify areas of strength and those needing improvement. The checklist and prompts guided our preparation and helped ensure we had the appropriate evidence ready for each component. The feedback provided in the report was constructive and actionable, allowing us to prioritize follow-up tasks efficiently."
"The SMV report was comprehensive and easy to understand. We appreciated the balance of commendations and recommendations, which affirmed our efforts while also guiding our next steps. The inclusion of clear indicators and examples in the tool was particularly helpful. Overall, the SMV process served as a valuable self-assessment opportunity and supported continuous improvement within our program."
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