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Important Program Evaluation and APR Information

For the 21st Century Community Learning Center, grantees are required to collect a variety of data to fulfill reporting requirements and complete the APR:

• Operation
• Staffing
• Feeder School Information
• Attendance
• Activities
• State Assessment Data
• Teacher Survey Data

Learning Point Associates developed and operates the 21st CCLC PPICS data collection system for your APR. To access the system, click here: http://www.learningpt.org/page.php?pageID=1

Learning Point presented on the PPICS system at the 21st CCLC Summer Institute. The powerpoint presentation is linked here: http://ppics.learningpt.org/ppics/userguides/institute.pdf

PA Monitoring Visits

The Pennsylvania Department of Education, The Center for Schools and Communities, and the Pennsylvania Service-Learning Alliance will travel to select Cohort 2 21st Century Community Learning Center programs this year to conduct monitoring visits (programs will be notified at least 4 weeks prior to the visit). These visits give us a chance to see the great work your programs are doing, and to ensure that you are meeting the objectives set forth in your grant application. Importantly, these visits allow us to provide direct technical assistance so that your programs can be as successful as possible. These visits can be important learning opportunities.

The below monitoring information will help your program prepare for these meetings.

• 2007 Cohort 2 Memo
  
• 2007 Monitoring Form (MS Word) - Used to conduct PA 21st CCLC 2007 monitoring visits
  
• How to Prepare for a Monitoring Visits (ppt)- Powerpoint presentation on what to expect and how to plan for your monitoring visit
  
• Suggested Schedule of a Monitoring Visit  - Outlines tasks and who should be present during a visit
  
  
• 2006 Monitoring Visits Information >>
  

To: 21st Century Community Learning Center Grantees
From: Shileste Morris - Youth Development Program Manager
Subject: Monitoring Visit Schedule
Date: November 15, 2006

Pennsylvania’s primary goal for its 21’st Century Community Learning Centers (CCLC) is to assist youth in meeting state standards for core academic subjects by providing students with academic enrichment opportunities. In addition to academics, Centers are encouraged to offer participants a broad array of other services and programs, such as art, music, recreation, character education, drug and violence prevention and technology education.

In order to ensure that these, as well as all other grant requirements of the 21^st CCLC initiative are being met, grantees are required to be monitored at least once during the three year grant period. This letter is to inform you that you will be monitored in the 2006/2007 fiscal year. Enclosed is a schedule of proposed site visit dates and monitors for the 2006/2007 fiscal year. We appreciate your cooperation with this schedule; however, if there is a conflict with the proposed date, please contact the monitor assigned to your site immediately. A list of sites and their respective monitors is attached.

Please schedule a private room for this monitoring since it requires a full day to complete the process. The monitor will review all of the 21st CCLC records and student files referenced in the Monitoring and Self-Assessment Tool. It is important that program directors and administrative staff are available to provide information and answer questions. Every effort should be made to have community partners available for a brief interview. After reviewing the files, the monitor will visit one or more of the sites to observe the program in operation and interview principals, teachers, students and parents. You will also be given the opportunity to discuss any technical assistance issues or concerns that you may have.

The attached 21st CCLC Monitoring Visit Itinerary provides guidance for planning the day’s events as well as lists those individuals who should be in attendance. Also attached is the Monitoring and Self-Assessment Tool, which should be reviewed and completed prior to the monitoring visit, as it will be used to inform and guide discussion. Your monitor will contact you with scheduling details and any questions that you may have. Contact information for the monitors is listed below.

Thank you for your time and attention in this matter and for your continued commitment to Pennsylvania’s children and youth. We look forward to monitoring your site.

Monitoring Staff:

Cara Akright - Center for Schools and Communities
cakright@csc.csiu.org (717) 763-1661, ext. 194

Marilyn Bradley - Center for Schools and Communities
mbradley@csc.csiu.org (717)763-1661, ext. 191

Faith Goldstein - PA Service Learning Alliance
faithg@sas.upenn.edu (215) 573-2380

Sarah John - PA Service Learning Alliance
sarahj2@sas.upenn.edu (412) 201-7425

Margit Myers - PA Service Learning Alliance
margitamyers@yahoo.com (215) 573-6535

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21st CENTURY COMMUNITY LEARNING CENTERS

21 Century Community Learning Center Monitoring Visit

Monitoring visits vary from grantee to grantee, depending on particular community partners, number of sites, and other variables. Below are some common 21CCLC monitoring tasks and suggested time frames. Please use this as a guide in developing a monitoring itinerary that is appropriate for your particular program and partners. Your assigned monitor is available to help you finalize the agenda prior to the visit.

The Program Director must plan to be available for the entire visit. Individuals who can provide relevant information about the center and its daily operation should be included in the meeting, but generally do not have to be present for the entire day.