21st CCLC APR System Webinar Tanya Morin Gary

21st CCLC APR System Webinar Tanya Morin Gary Sumnicht Alison Wineberg April 25 and 26, 2016 Meet your Presenters! Gary Sumnicht, 21st CCLC Grant Consultant

Tanya Morin, 21st CCLC Grant Consultant Alison Wineberg, 21st CCLC Grant Consultant Agenda Overview of APR System 2015-2016 Reporting Dates

Entering Grant and Center Information How to Report: Activities, Participation, Staffing, and Outcomes Data submission Help Desk What is the APR System? Annual Performance Report (APR) Federal data collection system for 21st CCLC grant Entering data is obligation of grant award

System opening for 2015-2016 data collection May 12, 2016 (date is subject to change) What information does the APR system collect? Collects data related to four areas: Activities Staffing Participation Outcomes

APR system consists of four sections aligned with these areas How does the APR system collect data? Data collected according to three terms: Summer Fall Spring

Three discrete windows of time for entering data related to each of these terms What are the windows for entering data for each term? Proposed timeline for 2015-16 data entry Summer data window: May 12, 2016 June 15, 2016

Fall data window: June 16, 2016 July 22, 2016 Spring data window: August 1, 2016 November 16, 2016 *dates are subject to change What time periods are covered by each of the terms?

Summer term: Programming from June 15, 2015 - August 28, 2015 Fall term: Programming from September 1, 2015 - January 22, 2016 Spring term (Activities and Staffing): Programming from January 25, 2016 - June 10, 2016 Spring term (Participation and Outcomes): Cumulative

Entire 2015-2016 school year (NOT including summer) Who can enter data into the APR system? System allows ONE grantee level user account per fiscal agent Grantees cannot add additional users Editing contact information in grant or center profile DOES NOT create new user account User should write down password and

challenge question How do I access the APR system? Access system via following web address: http://21apr.thetactilegroup.com/ Enter user name and password Recommended that users interact with APR System via: Chrome, Firefox, Safari, and Internet Explorer versions 9 and higher.

What information can I change on Grantee Overview page? Do NOT Edit Name of grantee Grantee award information Name of centers associated with grant Do not add or delete

centers Do Edit Contact name and information Grantee location Grantee type (schoolbased, CBO, etc.) What information can I change on Centers page?

Do NOT Edit Name of center Extended Learning Time (ELT) status (Should always be no) Do Edit Center address Contact name and information Type of program (schoolbased, CBO, etc.)

Feeder schools Partners I am ready to start entering data, what do I do? Go to Grantee Overview page and scroll down to list of centers Click on name of center for which you will be entering data to go to Centers page Click on Activity tab that is located in upper right-hand corner of screen

You are now ready to enter data! How do I report on activities? Report each activity only once Exception: College and Career Readiness Choose category that best describes primary focus or intent of activity If activity does not easily fit into a given category, choose best fit or disregard

Staffing: Who is an administrator? Who is a subcontractor? Administrator: Staff member who oversees program Site coordinator, districtwide program coordinator, or building principal Subcontractor: Staff who are not employees of school district Staff who do not fit into other categories

May include staff from partner organizations who come in to lead specific activities What information is collected in Participation section? Student attendance (>30, 30-59, 60-89, and 90+ days) Student grade levels Student sub groups (gender, race, FRL,

ELL, Special Education) Report according to grade bands: K-5 6-12 How do I answer the question about family members? Final question of Participation section Number of family members of CLC

participants who attended CLCsponsored family programming events Only count family members of students enrolled in CLC program What outcomes do I report? All WI 21st CCLC grantees report ONLY on teacher survey results DO NOT report on grades or state assessment scores Surveys measure change in following areas over course of school year:

Homework & Class Participation Classroom Behavior When do I report Outcomes? Enter teacher survey results in the Outcomes section during the Spring data window: August 1 November 16 Leave Summer and Fall Outcomes sections completely blank! Teacher surveys now referred to as

Teacher Reports in APR system What information does the revised teacher survey collect? Survey has been revised to better align with APR system Survey consists of three questions: Question 1 is related to homework completion.

Question 2 is related to class participation. Question 3 is related to classroom behavior. How do I administer teacher surveys? Surveys administered at end of school year for all regular attendees Completed by classroom teacher or teacher familiar with students homework completion, class participation, and classroom behavior

Obligated to get at least 75% of surveys returned Where can I get the teacher survey? Teacher survey is posted on the DPI 21st CCLC webpage Instructions for administering surveys and compiling survey data are also posted http:// dpi.wi.gov/sspw/clc/performance-report

How do I report our teacher survey results? Use teacher surveys to calculate two numbers: Number of students who showed improvement in homework completion AND class participation Number of students who showed improvement in classroom behavior Report according to:

Student attendance (30-59 days, 60-89, 90+) Two grade bands (K-5 and 6-12) How do I calculate homework completion and class participation? To calculate first number (homework and participation): Count the number of students whose teachers

marked A (Did Improve) or E (Not Applicable) for Question 1 AND marked A (Did Improve) for Question 2 on the teacher survey. Students must show improvement in BOTH homework completion and class participation in order to be counted. The only exception is if a teacher marked Not Applicable in answer to Question 1. How do I calculate classroom behavior? To calculate second number

(behavior): Count number of students whose teachers marked A for Question 3 on teacher survey How do I know the data was submitted? To ensure data is submitted: At end of section, scroll down and hit Review Review data If correct, scroll down and hit Submit

New APR system does not send confirmation that data was successfully submitted DPI reviews and certifies data after system closes Who do I contact if I need help? If you forgot your password and challenge question, contact DPI For clarification regarding how to report

activities, staffing, participation, or outcomes, contact DPI For all other questions, contact the help desk How do I contact the help desk? Via the new contact form on the APR website (see next slide) OR By email: [email protected]

Reminder: Help desk will only respond to inquiries from registered users Contacts - Gary Sumnicht, Consultant - (608) 267-5078 - [email protected] - Alison Wineberg, Consultant - (608) 267-3751 - [email protected]

- Tanya Morin, Consultant - (608) 267-9393 - [email protected] Thank You