The 2021–22 Annual Outcome-Based Data for Evaluation and Continuous Quality Improvement Report is due Friday, October 14, 2022. 

The 2021–22 Annual Outcome-Based Data for Evaluation and CQI Report is a grant requirement for the After School Education and Safety (ASES), 21st Century Community Learning Centers (CCLC), and 21st Century High School After School Safety and Enrichment for Teens (ASSETs) Programs. Failure to report this data may lead to the Expand Learning Division (EXLD) withholding grant payments or grant termination per California Education Code Section 8483.7(a)(1)(G).

The Excel templates to complete these reports are attached to this email. One template is for 21st CCLC and ASES elementary/middle programs (2021–22 After School Program Evaluation [ASPEVAL]); the other template is for high school ASSETs programs (2021–22 ASSETs). Each workbook includes two tabs for data input: 

1. Outcome Data for Evaluation 
2. Continuous Quality Improvement 

What’s new this year? 

• The submittal/upload instructions in this email have been updated and examples have been provided.  
• “Agency/Awardee Name” has been changed to “Grantee Name” in both reporting templates in the Outcome Data for Evaluation and Continuous Quality Improvement tabs. 
• Links to the instructions for how to complete the ASPEVAL and ASSETs have been added to this email. 
• A webinar will be available (provided at a later date) for grantees to review the submission process and provide information on the common mistakes made in submitted reports. 
• There will be a survey (provided at a later date) for grantees to provide more information about their programs. 

 Recap of last year’s changes:

There were no changes last year. 

How to Submit your Report 

Just a reminder, the report is not submitted via the After School Support and Information System (Grant Management Database system). 

The attached Excel templates require statewide student identifier numbers. 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 do not submit the reports via email.

Please follow the submittal/upload instructions below.

Click on the following exFiles Transfer System link: ExFiles Link

Enter the following information in this order:  

• For the Project Code field, please type or copy and paste aspa (case sensitive). 
• Click the Submit Code button.  
• For the Upload/Download Password field, please type or copy and paste 2PeKS6ef (case sensitive). 
• Click the Submit Password button. 
• Under the File to Upload section, click the Choose File button and select your completed Excel data file.  
  • Prior to uploading your Excel data file, please use the following naming convention for your file: 
    • Grantee Name Fiscal Year (of the report) ASPEVAL or ASSETs (ex. XYZ Unified 2021–22 ASPEVAL or XYZ Unified 2021–22 ASSETs). 
• In the Description field, please enter the uploader’s name and email address. 
  • EXLD staff use this information to contact the uploader if there are issues with the report. 
• In the File Encryption Password field, please clear/delete the characters that are pre-populated. 
• For the File Encryption Password, please type or copy and paste aspa1234 (case sensitive). 
  • EXLD staff use the same File Encryption Password to download the report. 
  • If uploading multiple reports, the File Encryption Password must be resubmitted each time, prior to clicking the “Upload Files” button. 
• Click the Upload Files button. 

Note: If a message “File to Upload file name required” appears, click Chose File, select the file again; click Upload Files.  

 This concludes the file uploading process. 

Resources

 Before preparing your report, please review the following resources: 

• Annual Outcome-Based Data for Evaluation and Continuous Quality Improvement Report Frequently Asked Questions web page at: FAQ’s
• Annual Outcome-Based Data for Evaluation and Continuous Quality Improvement Instructions—ASES and 21st CCLC Programs web page at: Annual Outcomes and CQI Instructions
• Annual Outcome-Based Data for Evaluation and Continuous Quality Improvement Instructions—ASSETs Program web page at: Annual Outcomes and CQI Instructions for ASSETs
• California Department of Education Quality Standards for Expanded Learning in California web page at: Expanded Learning Quality Standards
• California Department of Education Continuous Quality Improvement Guidance for a Quality Improvement Process web page at: Continuous Quality Improvement Guidance
• Engaging in a Program Quality Improvement Process for Expanded Learning Programs webinar at: Expanded Learning Quality Improvement Process

If you have questions regarding this subject, please contact the Help Desk by email at ASPEVAL@cde.ca.gov