NYS TARC Newsletter—June 2025
- NYS 21CCLC TARC
- May 22
- 11 min read
Updated: Jun 2
Jump to section: NYSED News/Updates
NASA and the Department of Education are offering summer programming, “Gaining Traction on Mars”
NASA and the Department of Education are offering summer programming, “Gaining Traction on Mars” for students 9-12. Summer programs will have the opportunity to work directly with NASA scientists/engineers to solve real problems faced by the NASA team. Students will gain workforce skills such as CAD design experience, 3D printing, and an understanding of the engineering design process. Reach out to EMSC21STCCLC@nysed.gov if interested in participating in the special opportunity.
Link: NASA Program Flyer
Link: NASA PPT Presentation
Important Reminders from the NEW '24-'25 21st CCLC Timeline:
Attend mandatory training on determining GPA equivalents for grades 7,8, and 10-12 (GPRA Outcome Indicator) using GPA Calculator. Training is scheduled for June 18th, 2025. Registration here. See below for more info about this training.
Administer the Student Outcomes Survey or another validated student survey to program participants in grades 4 and above. This survey measures indicators of satisfaction and perceived outcomes.
Administer Teacher Surveys for participants in grades 1 through 5. Survey responses are due no later than June 27.
Document spring 2025 program participation and activity data using NYSED templates by June 30.
Complete Measurement Inc’s “End-of-Year Staff Survey,” TBA.
Engage in the 2nd Internal Improvement Cycle Session. Use the Quality Self-Assessment (QSA) Tool to guide the process of assessing indicators of success and reviewing progress towards the measurable targets/goals set at the beginning of the year. Additional information about the QSA Tool is available at: http://networkforyouthsuccess.org/qsa
Convene 4th Advisory Board Meeting/Year-End Review. Include all stakeholders. Topics might include a review of program accomplishments, areas for improvement, organizing information to communicate out to stakeholder audiences, and to begin strategic planning.
Collaborate with Data Manager and Local Evaluator to complete any final data collection and quality control, share available program and participant data, and to schedule receipt of AER once analyses are completed, results and findings can be presented.
Save the date for the 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.
June 18 Training: Converting Report Card Grades to GPA Equivalent
The Federal Government Performance and Results Act (GPRA) for 21st CCLC programs stipulates student outcome measures that must be reported by each program. GPRA Measure #2 requires that all programs serving students in grades 7, 8, and/or 10-12 must report the “percentage of [participants] with a prior-year unweighted Grade Point Average (GPA) of less than 3.0 who demonstrated an improved GPA.”
However, many schools do not report GPA, and the criteria for calculating GPA among those that do vary from school to school. To ensure consistency, NYSED has defined a standard set of criteria and calculations to be used by all programs for converting report card grades to GPAs. To streamline this process for program staff, these conversions will be conducted using a set of GPA Calculators that were developed by the State Evaluator, Measurement Incorporated (MI).
Training Session: Wednesday, June 18, 10:00-11:30 am
MI is conducting a training session on June 18th to explain the GPA process. This session will include detailed instructions and a timeframe for each step of the process. A recording of the session will be made available.
You must pre-register to attend this session.
Click here for registration instructions. GPA calculators can be found here - Zip file: GPA calculators
Who Should Attend?
Reporting GPA gains is required only for sub-grantee programs serving students in grades 7, 8, 10, 11 or 12. If you are not affiliated with any programs serving these grades, you are not required to attend the training and can disregard this message.
Attendance is required for Program Directors and Data Managers from all Rest of State programs serving students in any of these grades. All Program Directors must ensure that their Data Manager has received this message and attends the session.
The session is also open to, and encouraged for, any Local Evaluators who may be supporting this process. Staff from New York City programs are not required to attend this training because the Research and Policy Support Group is expected to be converting grades to GPAs for NYC participants.
Action | Deadline |
1) Determine which GPA calculator is appropriate for your program | After the GPA Training |
2) Enter student data into the GPA Calculator(s) for grades 7, 8, 10, 11, or 12 | After the GPA Training |
3) Obtain 2024-2025 report card grades from District | End of SY 24-25 or as soon as they are available. |
4) Enter report card grades into GPA Calculator(s) | Prior to secure upload (8/30/25). |
5) Securely Upload completed Calculators to the NYSED GoAnyWhere (FTP) upload. NYSED will send invites and instructions. | 8/30/25 |
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
These are non-required PD/events that may interest you:
June 11 & 13: NYS Network for Youth Success STEAM Skill Webinars
Click on each time to register for a training.
Chip Kids: Exploring the World of Microchips
Sample some of the Chip Kids videos and see the how to do some of the simple hands-on activities with the middle school students you work with so that they have a better understanding of microchips that run their everyday devices.
Register: Wednesday, 6/11, 12:00 PM–1:00 PM
Buffalo Advancing Career Placement: Northland Workforce Training Center Northland Workforce Training Center was strategically built in 2018 in Buffalo NY to serve as a pipeline to great careers in advanced manufacturing. This will be an overview of all of the careers that they offer as well as the benefits of being a student in their programs.
Register: Friday, 6/13, 12:00 PM–1:00 PM
June 24 or 25: Building a Community Schools System: Reviewing the Community Schools System Guide with IEL's Joline Collins
OR
July 15 + 16: Community Schools Caucus
Community Schools Caucus for School District and Building Leaders held at Syracuse University. Hosted by the Thruway Coalition and the Institute for Educational Leadership.
This event is for collaboration-minded individuals looking to start or repurpose a coalition to unify school districts in a county to activate the Community Schools Strategy together. Schools, community agencies, and county departments are all welcome.
July 17: Achievement Through Leadership
We invite school district & building leaders as well as BOCES administrators to join us at Syracuse University and learn about integrating the Community Schools Strategy to advance student achievement.
This event is for school district leaders, school building leaders, and BOCES leadership.
We encourage community partners and school leaders to attend our August event together. This July 17th event is narrowly focused on the challenges and opportunities for school leaders.
Aug 11 + 12: Cradle to Career Summit
The Thruway Coalition is partnering with Dreama Gentry and Partners for Rural Impact, Syracuse University, and the Rural Schools Association of NYS for a Cradle to Career Summit on August 11 & 12, 2025. Registration is opening soon. Pre-conference events will start in the afternoon of the 11th. On the 12th, the summit will run from around 9 AM to 3 PM.
This event is for anyone who wants to learn more about cradle-to-career place-based efforts in a rural context. Urban and suburban partners are welcome. You don't have to be rural to learn from rural!
Dreama Gentry is scheduled to provide a timely and necessary message. Other national and regional leaders address topics ranging from early childhood to workforce development.
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
New Required Emergency Response Terminology and Definitions
The Board of Regents recently adopted amendments to Section 155.17 of the Regulations of the Commissioner that become effective July 1, 2025. The changes require that all schools and districts use the following required terminology and definitions in their emergency response plans, procedures, and training of students and staff:
Evacuate and evacuation means to move students for their protection from a school building to a predetermined location in response to an emergency.
Shelter and shelter-in-place mean keeping students in school buildings and sheltering them when it is deemed safer for students to remain inside rather than to return home or be evacuated.
Lockdown means to immediately clear the hallways, lock, and/or barricade doors, hide from view, and remain silent while readying a plan of evacuation as a last resort. The lockdown will only end upon physical release from the room or secured area by law enforcement. Lockdown is initiated during incidents that pose an immediate threat of violence in or around the school.
Hold and Hold-in-place mean the restriction of movement of students and staff within the building while dealing with short-term emergencies.
Secure lockout means students and staff remain inside school buildings that are locked and secured during incidents that pose an imminent concern outside the school.
Other changes include requiring these terms in annual training for staff and in policies and procedures for the response to emergencies.
To support schools and districts in implementing these requirements and in developing emergency response protocols, NYSED, in partnership with the national not-for-profit the “I Love U Guys” Foundation, developed a New York-specific edition of the Standard Response Protocol (SRP) Operational Guidance and Standard Reunification Method (SRM) as an optional resource that New York schools and districts may choose to incorporate into their building-level emergency response plans. In addition to the Operational Guide, there are posters, parent handouts, and other support and training materials posted on our website. In addition, other resources on the Office of Student Support Services webpage and the Center for School Safety webpage have been updated with the new terminology, including the Emergency Response Term chart.
Questions on the implementation of required terminology in emergency plans can be directed to the Office of Student Support Services at SafetyPlans@nysed.gov.
Chromebook Trend - Fire Safety Bulletin
NYSED has been made aware of a concerning trend in which students insert items into Chromebook USB ports, causing electrical shorts. These shorts have been linked to devices emitting toxic smoke, posing a potential health hazard. Additionally, there is significant concern that compromised lithium-ion batteries could result in thermal runaway—an extremely hazardous fire condition.
To address this risk, NYSED is actively distributing this bulletin from the Office of Fire Prevention and Control (OFPC) to schools across New York. We would greatly appreciate your assistance in sharing this bulletin with your schools. While this may duplicate NYSED’s efforts, multiple notifications will help underscore the urgency of the situation.
Thank you for your continued support in ensuring the safety of students and staff.
Website: www.nyscfss.org
State Education Department Announces Eighth Class of My Brother’s Keeper Fellows and Major MBK Community Network Milestone
At its annual My Brother's Keeper (MBK) symposium this month, the State Education Department inducted the eighth class of New York State MBK Fellows—the largest ever class of boys and young men of color who are leaders in their schools and communities—and announced that the MBK Community Network has now grown to 50 member communities.
The My Brother’s Keeper initiative, a statewide initiative aimed at addressing opportunity gaps, helps boys and young men of color—and all students—realize their full potential.
Full Steam Ahead: New Erie Canal Panel Exhibition Brings New York State Museum Resources Directly to Schools and Cultural Institution
The State Education Department’s Office of Cultural Education is making history more accessible than ever! Its world-class team of researchers is honoring the 200th anniversary of one of the largest and most remarkable public works projects in American history by bringing the Erie Canal’s legacy directly to New York State schools and other cultural institutions.
“Enterprising Waters: New York’s Erie Canal” is an eight-panel exhibition carefully curated by the New York State Museum to bring the astonishing story of the canal to life, celebrating its visionary inception, ambitious construction, and bicentennial commemoration.
Anyone interested in displaying “Enterprising Waters: New York’s Erie Canal” is asked to email the New York State Museum at nysmhistory@nysed.gov.
Subscribe to the Office of Cultural Education Newsletter!
The Office of Cultural Education (OCE) proudly supports P-12 teaching and learning across New York State through a variety of programs, services, and resources. This includes expanded learning opportunities, professional development, and online resources -- for both educators and learners! OCE publishes a quarterly newsletter for educators that highlights classroom-ready materials, events, and more.
Cultural education refers to organized programs or learning experiences rooted in the arts & humanities, natural sciences, and history & heritage. This connects well with P-12 content areas, including, but not limited to, arts, science, and social studies. Cultural education forms an important part of a broad and balanced curriculum, and students should be provided with an engaging variety of cultural experiences throughout their time at school. Cultural education helps us understand and appreciate the world around us. It cultivates a sense of wonder and belonging, and it is a vital component of a well-rounded education.
▲ Return to top
Program Spotlights
NASA Student Video: Boys & Girls Club of New Rochelle
St. Nicks Alliance's Powerful Step Performance at the NYS 21st CCLC Spring Conference
Evaluators' Corner
Teacher Survey:
The Teacher Survey is being administered by Measurement Incorporated this year. Survey invitations have been emailed directly to teachers of students in grades 1 through 5 beginning May 15 from the email address: measurement@online2.snapsurveys.com.
Please encourage the teachers to complete their surveys by June 15!
SMV Feedback:
Did you participate in a Site Monitoring Visit (SMV) this year? If you have not already done so, please share feedback about your SMV experience here. Your responses will help improve the SMV process for all projects.
Comments