The 2018–19 Annual Grantee Outcome-Based Data Report for Evaluation and Continuous Quality Improvement is due Friday, September 20, 2019.

Please read the full content of this email, as it contains important instructions for submitting this report.

The 2018–19 Annual Grantee Outcome-Based Data Report for Evaluation and Continuous Quality Improvement (CQI) is a grant requirement for the After School Education and Safety (ASES) Program, the 21st Century Community Learning Centers (CCLC) Program, and the 21st Century High School After School Safety and Enrichment for Teens (ASSETs) Program. Failure to report this data will lead to grant termination per California Education Code Section 8483.7(a)(1)(A)(vi).

The Excel workbooks used to complete these reports are attached to this email. One workbook is for 21st CCLC and ASES elementary/middle programs; the other workbook is for high school ASSETs programs. Each workbook includes two tabs for data input:

1.    Outcome Data for Evaluation

2.    Continuous Quality Improvement

What’s New This Year?

The templates for both Outcome-Based Data and CQI now require an Agency Name in addition to school name and CDS code. See your Grant Award Notification (AO-400) or log onto the After School Support and Information System to view your Agency Name.

Recap of Last Year’s Changes

• The Outcome Data for Evaluation templates no longer require regular school day attendance.
• After School Summer/Supplemental programs require more attendance detail:
  • Show attendance for 3 hour After School Summer/Supplemental programming
    • Delineate between programming that operates in the summer months of July and August of 2018 and May and June of 2019
  • Show attendance for six hour After School Summer/Supplemental programming
    • Delineate between programming that operates in the summer months of July and August of 2018 and May and June of 2019

How to Submit Your Report

The attached Excel workbooks require state student identifiers. To protect student-level personally identifiable information, you must use the following California Department of Education’s exFiles process to ensure your data is secure.

Please follow the submittal instructions below.

Click on the following link: exFiles File Transfer System.

Enter the following information in this order:

• For Project Code, type aspa
• Click Submit Code
• For Upload/Download Password, type 2PeKS6ef (case sensitive)
• Click Submit Password
• For Description, enter preparer’s name and email address
• For File Encryption Password, type aspa1234
• Under File to Upload, click Browse and select your completed Excel data file
• Click Upload Files
• Note: If a message “File to Upload file name required” appears, click Browse, select the file again; click Upload Files.

This concludes the file uploading process.

Resources

Before preparing your report, please review the following resources:

• Annual Evaluation and CQI Frequently Asked Questions web page.
• CDE Quality Standards located on the Quality Standards for Expanded Learning in California web page.
• CDE CQI Guidance for a Quality Improvement Process web page.
• Webinar Continuous Quality Improvement – Where Compliance Meets Quality located at the Quality Improvement Process for Expanded Learning Programs web page.

If you have questions regarding this subject, please contact Barbara Bell, Education Programs Assistant, Expanded Learning Division, by phone at 916-319-0289 or by email at bbell@cde.ca.gov.