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Student Support Services

Student Support Services

21stCCLC Program Evaluation

All states are required by the United States Department of Education to have a State Level Evaluator for the 21st CCLC program. The purpose of the evaluator is to assess the extent to which the state-level expected program outcomes have been achieved. The results of state level evaluation will be used to guide the Department’s efforts to: direct and improve its administration of the program; provide assistance to local grantees; and to improve program quality and outcomes for participating students.Ìý serves as New York’s current State Level Evaluator.

Round 8 Updates

Ìý(July 2023)

Note: It is not substantively altered from the version that went out with the Round 8 RFP to help subgrantees and evaluators construct the basic workplan flow and contact requirements for their arrangements; it provides a much cleaner, clearer version to complement that section.

Annual Evaluation Reports (AERs)

Round 8

Year 3 Statewide AER (Posted June 2026)
(Posted October 2024)Ìý
(Posted February 2024)

Round 7

Ìý(Posted October 2022)
Ìý(Posted March 2021)
Ìý(Posted December 2020)
Ìý(Posted December 2019)
Ìý(Posted December 2020)

Round 6

Summative Evaluation Report: Round 6, Years 1-5, 4/2012-3/2017

Templates

Round 8

Ìý(Posted June 2025)ÌýNote: Completed AERs and all supporting documentation must be emailed to 91ÉçÇø at EMSC21stCCLC@nysed.gov by Friday, October 31, 2025.
Before submission, Program Directors must review the AER to verify the accuracy and completeness of all information.

(Posted April 2024). Note: This report is due no later than 9/30/24 and can be emailed to EMSC21stCCLC@nysed.gov

  • (Posted April 2024). Note: This completed form accompanies the AER Template.

Ìý(Posted June 2023)

Ìý(Posted July 2023)
Evaluability Checklist for New Sites Added in Years 2-5Ìý(Posted June 2025) (pdf version)

Round 7

Year 5 AER TemplateÌý(Posted March 2022)
Year 4 AER TemplateÌý(Posted May 2021)
Year 3 AER TemplateÌý(Posted March 2020)

Resources for Evaluators

Email the State Evaluation Team to access the Evaluator’s Resource Library for additional tools and guides.

21st CCLC Evaluation ManualÌý(Edited 2013)

The Evaluation Manual contains local program evaluation requirements that are consistent throughout the state, while encouraging individualized evaluation processes suited to local programs and their contexts. The requirements support high quality programming, which in turn helps ensure support of positive student academic, social-emotional, and behavioral outcomes.

  • Ìý(August 2022)

The requirements for 21st Century evaluation, beginning July 1, 2013, include:

  • Evaluability Process (to review goals, objectives and fidelity to original grant proposal, discuss program timeline, and ensure that the program is ready to be evaluated)
  • Interim evaluation report
  • Evaluator attendance at quarterly advisory meetings
  • Point of service quality reviews (two required site visits per year)
  • Student survey (standardized survey for a sample of programs each year, survey of choice for others)
  • Annual Evaluation Report (AER)

Forms, Samples, and Adaptations from Previous Years

Year 4 (2020-21) Verification FormÌý(May 2021)

Samples for Goals and ObjectivesÌý(April 2021) -ÌýNote: These samples can also be found in the NYS 21st CCLC AER Template for 2019-20

Out of School Time Observation InstrumentÌý(January 2021) - Adapted for Virtual Activities (OST-A)

OST-A Cover Sheet/RatingsÌý(January 2021) -ÌýNote: These OST-A instruments are adaptations of the Procedures and Cover Sheet/Ratings documents from Policy Studies Associate's validated 2015 OST Observation instrument (made with permission from PSA), which are being provided for use in 21st CCLC point of service observations.Ìý The adaptations are designed to better reflect observations of virtual instruction, as well as live instruction observed via video stream.Ìý The adapted instrument is approved by 91ÉçÇø, and is based on PSA's validated original instrument.

Overview of Fidelity MonitoringÌý(February 2020) -ÌýNote: The accompanying Program Fidelity Charts, one developed by L&G Research, the other by LPB Consulting, provide examples of how the status of fidelity of program outputs and program administration and implementation, respectively, might be monitored.

  • Examples of Fidelity Checklists: Sample 1Ìý(November 2020) and Sample 2Ìý(Updated February 2019)ÌýNote: It is recommended that sub-grantees read the "Overview" prior to use of similar types of fidelity checklists.

NYS Updates and Clarifications - Year 3 Annual Evaluation ReportsÌý(February 2020)