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NYS TARC Newsletter—September 2023

Updated: Sep 19, 2023

🎉 Happy new school year, everyone! 🎉

Jump to section: NYSED News/Updates

  • To facilitate upcoming Welcome Visits, Site Monitoring Visits, and possible program modifications and/or BA’s, and inform RCs and NYSED of current staffing and possible changes, this resource serves as a template for subgrantees to complete. Please feel free to modify/adapt to your agency. However, please note that NYSED requires these roles to be included in all staffing-related documentation.

New Round 8A subgrantees will receive Welcome Visits this Fall.
  • Click here to view the Welcome Visit Tool, and look out for an email from your Resource Center to schedule the visit.


Important Reminders from the 21st CCLC Timeline:

*Keep the timeline handy, be aware of upcoming dates, deadlines, and don’t forget the important “Ongoing Housekeeping Notes” at the top of the timeline!

School Age Child Care (SACC) Registrations must be current and sent to NYSED and TARCs (Technical Assistance Resource Centers) before programming can begin. Summer 2023 program participation and activity data was due in EZReports August 31, 2023. Grade report data and completed GPA calculators were due August 31, 2023. Contact your Resource Center promptly if your district’s schedule for releasing grades did not allow you to meet this deadline. Convene 1st Advisory Board Meeting/Kick-Off. Invite all stakeholders, including school administration, all program partners, parents, evaluator, age-appropriate students, educational liaisons, and all other community stakeholders. Purposes: Comprehensive Planning, creating/clarifying mutual agreements. Topics might include scheduling, roles, norms/expectations for engagement, communication, collaboration. See Advisory Board memo for more detail. Engage in 1st Internal Improvement Cycle Session. Use the Quality Self-Assessment (QSA) Tool to guide the process of identifying measurable targets/goals, practical ways of tracking progress, indicators of success to look for. Additional information about the QSA Tool is available at: Begin fall programming. Attend the regional Local Evaluators’ Network Forum/Meeting, offered as part of the Resource Centers’ Fall Conferences. Recommended for Local Evaluators and Data Managers to receive policy updates, to engage in clarifying discussions about evaluation and reporting requirements, and to share/exchange resources, tools, and insights about data collection, progress reporting, and measuring program outcomes/impacts. Attend Virtual Technical Assistance Learning session offered by the NYC TARC in partnership with The Leadership Program on September 13, 2023. Details forthcoming. Rest-of-State Subgrantees: Attend the in-person Rest-of-State Fall Conference on September 28-29, 2023, at Binghamton University Downtown Center. Visit our website for more details and to register by September 13, 2023: NYC Subgrantees: Attend the NYC Fall Conference on November 14, 2023, at Interchurch Center. For additional details, visit

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EZReports Guidance

PRO TIP ⚡️: Hit the ground running with EZReports!

Demographic and School Data

  • All partnering schools accepted this data-sharing agreement when they signed on to participate in the grant. Refer to the data-sharing requirements here.

  • Reach out to your school districts to request this data as soon as possible.

  • Once you have secured the demographic data, follow the video instructions under the support tab on the EZReports site for how to upload student demographic information.

The Resource Centers are here to help! Contact information is available here.

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The Fall Conference is required for all Program Directors. Fiscal Coordinators, Evaluators, Data Managers, Site Coordinators, and other program staff are able and encouraged to attend. See below for regional information.

Rest-of-State: Sept 28 - Sept 29, 2023 in Binghamton, NY
  • ​Sept 28: OPTIONAL Connection Reception 5:00 - 7:00pm Double Tree by Hilton 225 Water St, Binghamton

  • Sept 29: REQUIRED Fall Conference 8:15 am - 3:45 pm Binghamton University Downtown Center 67 Washington St, Binghamton *Mandatory for all Program Directors

  • CLICK HERE TO REGISTER *Registration closes Sept 13

  • Agenda and session details are forthcoming


NYC: Nov 14, 2023 in Manhattan, NYC
  • Nov 14, 9:00am-4:00pm​ Interchurch Center 61 Claremont Ave, New York, NY 10115

  • Additional details are forthcoming


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:

Sept 7

Sept 15

Network for Youth Success:Genuine Disability Allyship

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

Sept 26 + Oct 10

Collaborative for Advancing Health Equity in Out-of-School Time: Assessment to Action – Advancing Health Equity in Out-of-School Time Virtual Institute

Oct 9 - 13

2023 National Family Engagement Summit Early Bird Registration NOW OPEN

Oct 10 - 12

National Center for Community Schools at Children’s Aid: Community Schools Fundamentals Conference



This newly released, step-by-step guide will help you get your program started in the EZReports system. The guide is meant to be used chronologically so be sure to read it in its entirety. Call your Resource Center if you need assistance.


School COVID-19 Guidance
  • As schools approach the next academic year, the Department recommends that schools review current CDC school guidance for COVID-19 prevention and work with their Local Health Department to implement effective and feasible public health measures.

  • The Department currently has no plans to issue additional specific school COVID-19 guidance.

  • Additional Information:

  • As schools approach the next academic year, the Department recommends that schools review current CDC school guidance for COVID-19 prevention and work with their Local Health Department to implement effective and feasible public health measures. The Department currently has no plans to issue additional specific school COVID-19 guidance.

  • Hospitalization rates in New York are trending upward with figures similar to what was reported in April 2023.

  • Please see Governor Hochul’s August 11 press release encouraging parents to speak to their healthcare provider about staying up to date with their COVID-19 vaccines as a preventive measure, here.

  • Please see the Department’s press release issued on August 2, here.

  • To view and download data by county or region, visit here. The interactive dashboards include cases and ED visits by county, and hospital data by region.

  • Please note: most infections are not reported, so hospitalization data are a more reliable indicator than reported case data.

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Opioid Overdose Prevention
  • Schools are reminded to continue to educate and raise awareness about the dangers of opioids.

  • Schools are encouraged to take steps to prevent opioid overdose in school.

  • Schools can register with the New York State Department of Health (NYSDOH) as an Opioid Overdose Prevention Program or participate with an Opioid Overdose Prevention Provider and receive free naloxone.

  • The New York State Office of Addiction Services and Supports (OASAS) and NYSED have partnered to provide:

  • Resources for addressing substance use in a school setting

For questions, please contact our Office of Student Support Services at or 518-486-6090. ▲ Return to top

Concussion Guideline Update
  • The Department has updated the Guidelines for Concussion Management in Schools to reflect the inclusion of nonpublic schools in following the requirements of the revised Concussion Management and Awareness Act effective July 1, 2023.

  • The guidelines provide direction specific to nonpublic schools, while also providing information on the requirements for all schools including:

    • School coaches, physical education teachers, school nurses, and athletic trainers are required to complete an approved course related to concussions every two years. The approved courses are listed under each profession in the guidelines.

    • Schools must remove from athletic activities any student suspected of having sustained a concussion during such activity. The following conditions must be met for the student to return to athletic activity:

      • The student may not be permitted to return to athletic activity until they have been symptom-free for not less than 24 hours.

      • The student must have been evaluated by and received written signed authorization from a physician; and

      • The school is to follow the directives of the treating physician.

    • Schools must also include information on concussions, and/or reference how to obtain information on concussions from the or the school’s website if one exists, on parent/guardian permission or consent forms for their child to participate in interscholastic sports.

The guidance also provides information on students injured outside of athletic activities, and recommendations and resources to assist schools in limiting student's cognitive, athletic, and physical activities while recovering from a concussion.

For questions, please contact the Office of Student Support Services at or 518-486-6090.

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ESSA-Funded Programs: New Resources Available

The Office of ESSA-Funded Programs recently updated its website to include additional technical assistance resources to help assist with the completion of the 2023-24 Consolidate Application for ESSA-Funded Programs which is due to be submitted on August 31, 2023.

Questions related to the resources or technical support with completing the application can be obtained by emailing the Office of ESSA-Funded Programs at


RoS Program Spotlight

Building Rhythm and Confidence: The Impact of African Dance and Drumming at Roxboro Schools

Last fall, the North Syracuse Central School District launched its new Rising Rox Stars Program at Roxboro Road Elementary and Middle Schools with Round 8 funding from the 21st CCLC grant. Located in the neighborhood of Mattydale, NY, Rising Rox Stars serves students from kindergarten to grade 7 with a variety of before and after-school activities. Rising Rox Stars partnered with the YMCA of Central NY - Arts Branch to offer enrichment opportunities.

One notable highlight from the first year of Rising Rox Stars was the African dance and drumming classes. At Roxboro Middle School, students had a chance to learn African dance and drumming from Mr. Josh, a YMCA instructor, who is an experienced dance and drumming professional. Some of the quietest and shyest students shone bright when they were performing. These students came out of their shells and got to express themselves in profound and creative ways. The students in the African dance and drumming class were asked to perform at school events and really wowed the audience with their talents.

At Roxboro Elementary School, second-grade students learned African drummer from Mr. Fafa, (a YMCA instructor) and had a blast. These students learned about rhythm and active listening. At the end-of-year student showcase, parents, families, and staff were so impressed with the coordinated beats of the drums by the second graders which produced many smiles and huge applause.


NYC Program Spotlight

Global Kids Host Human Rights Activist Project on Climate Education

Click on the thumbnails at right to explore more of the image gallery.

On May 25th, 300 students from the Global Kids program in 6th grade - 12th grade convened at Columbia University to have a conference experience and learn about Climate Education. Every year, Global Kids hosts an annual youth conference that is organized, led, and facilitated by high school students for their peers and near-peers. This year, students in their Human Rights Activist Project (HRAP) program chose Climate Education as a theme. The students facilitated workshops, invited guest speakers, and organizations that work in climate education to present on how young people can be more involved in Climate Education.

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Evaluators' Corner

Important guidance for Evaluators, Program Directors, and Data Manager regarding student demographic data has been recently released from NYSED and can be reviewed on the 21st CCLC TARC website.

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

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