NYSED:SSS:21st Century Community Learning Centers

Nita M. Lowey 21st Century Community Learning Centers

About Us:

21st Century Community Learning Centers is a federally-funded program which supports the creation of community learning centers that operate programs for students, particularly those who attend high-poverty and low-performing schools, and their families. By providing tutoring and other academic enrichment activities along with a broad array of youth development opportunities that complement their regular academic programs, these centers help students meet state and local student standards in core academic subjects, such as English language arts and math. In addition, literacy and other educational services are offered to families of students participating in the program.

Updates and Important Information:

Site Visit Monitoring (SMV) Report Template (revised December 2020; reformatting April 2021) Note: This report will be used for site monitoring visits starting July 1, 2020. The Previous version of the SMV tool and Action Plan templates have been move to our archives page.

Virtual Site Monitoring Visit Addendum (April 2021) Note: This document may be utilized by the Resource Centers to follow up on virtual site monitoring visits, if needed.

Action Plan Template PDF Version MSWord Version (revised April 2021)

Glossary (revised 5/23/19) Note: This document is aligned with the new Site Monitoring Visit Report Template

21 APR New GPRA (Iterative Implementation Guide v.1.4) Note: This document from USDOE Office of Elementary and Secondary Education provides the most up-to-date information on the new GPRA requirements for 21CCLC Annual Performance Reports, effective as of the 2021-22 program year.

21st CCLC Fiscal Flowchart Note: This chart will help subgrantees understand how fiscal documents are processed through NYSED. All fiscal forms are available on NYSED’s Grants Finance’s page. Additional forms for 21st CCLC are posted below. You can seek further assistance from your Resource Center.

2021 Program Director's Progress Brief (9/10/21)

2020 Program Director’s Progress Brief (4/28/21)

Note: The above Progress Briefs are derived from the required Mid-Year Reports that are completed by Program Managers/Directors annually.

NYS 21st CCLC Program and Evaluation Timeline (September 2021-September 2022) (Revised 3/8/22)

Principal Letter regarding Federal Data Requirements and Teacher Survey Timeline Spring 2022 (revised 3/3/22)

NYS 21st CCLC’s Statewide Data Collection System (revised 9/9/20)

EZReports Program Resources

For additional training videos and webinars, please visit: https://www.ezreports.org/NewYork. Go to Support tab > Training Videos. There you can access NYSED Webinars (led by RCs, NYSED, MI and/or TK) as well as other EZReports Webinars (State trainings, Full trainings, General, Setup, Administration, etc.)

Principles of Effectiveness

Site Monitoring Visits and Action Plan Fact Sheet Note: The New York State Education Department (NYSED) is sharing the information below with subgrantees as a reminder of the purpose and expectations of Site Monitoring Visits (SMVs) conducted by the Technical Assistance Resource Centers (TARCs) and/or NYSED and the follow up Action Plans that are required when areas of partial and non-compliance are identified. This information should be shared with program, partners, and fiscal staff.

Technical Assistance (TA) Report Template (10/4/19) Note: TARC staff or consultants must conduct on-site technical assistance (TA) visits when more intense assistance is necessary. It is anticipated that approximately 10-15% of programs may require an on-site TA visit during any program year. TA visits are targeted assistance visits and may not be combined with a monitoring visit. The three-hour technical assistance site visits shall be based on the needs of the individual program. Areas of technical assistance may include alignment of program activities with the regular school day, academic curricula, and program objective; effective communication with building administrators and faculty, professional development for staff; engagement of parents, families and the community’ recruitment and retention of student participants; use of Quality Self-Assessment Tool; collection and entry of data for the federal Annual Performance Report, and other program administration issues.

Program Activity Implementation Review (PAIR) template (May 2019)
Note: NYSED requires that the program director or site coordinator conduct a formal review for each program activity offered at least twice a year. Use of this particular form, while not required, is highly recommended, as it is based on out-of-school time research.

Program Modification Request Fact Sheet (revised 11/15/21)
This above document will serve to provide clarity to subgrantees of the process in submitting a program modification request for NYSED review and approval. We ask that subgrantees ask their RC to review their request and any supporting documentation prior to sending to NYSED. Once cleared by the RC, the subgrantee can send it to NYSED. Due to website accessibility requirements, below are Word and PDF versions of the request form and supporting documentation. However, when submitting a request subgrantees must use the Word versions when applicable (with the exception of program site form and partnership agreement).

Program Modification Request Program Modification Request (PDF) (revised 6/18/21)

Participating Schools form (revised 2/9/22)

Program Site Form (PDF) (revised 12/9/20)

Sample Partnership Agreement Sample Partnership Agreement (PDF) (July 2021)

Updated NYS 21st CCLC Program Standard Enrollment Form (English) (revised 10/8/21) PDF Version Word Version

For translated versions of the Student Enrollment form, you can visit: https://www.nys21cclc.org/forms. The form is translated in Arabic, Bengali, Chinese Simplified, French, Haitian Creole, Korean, Russian, Spanish, and Urdu.

NASA STEM Challenge Project for 2019-2020

Lesson Plan Template (revised 05/2019)

Fiscal Policies and Procedures Template Note: In collaboration with Brustein & Manasevit, PLLC, NYSED created this document to serve as a template for an entity to use when developing its own policies and procedures.

Additional Guidance on Fiscal Policies and Procedures (revised 12.15.20) Note: This document serves to provide additional information regarding fiscal policies and procedures and aligns with the new SMV reporting tool.

Sample of Personnel Activity Reports (PARs) PARs are mandatory reports that must be completed for each employee of the program that verfies the percentage of time worked and paid through the 21st CCLC program. NYSED requires that PARs are completed monthly or semi-annually.

Sample Personnel Activity Report (PAR) Multiple Funding Sources (updated 4.3.20)

Sample Personnel Activity Report (PAR) Single Source Funding Source

Financial Management and Allowability Fact Sheet (i.e. Allowable and Unallowable Costs) Note: NYSED created this document as a reminder of requirements under the current RFP and updated Education Department General Administrative Regulations (EDGAR).

Things to Keep in Mind Regarding Field Trips (September 2019) The Field Trip reminder applies to all sub-grantee programs. It contains critically important information that affects both attendance hours and use of 21st CCLC funds.

Inquiries regarding future Request For Proposals (RFP), future funding opportunities, or to be a reviewer, please send an email

Laws, Regulations, and Guidance:

New York State’s Approved Every Students Succeed Act Plan

Note: Title IV Part B 21st CCLC is on pages 198of the ESSA Plan

Federal Legislation, Regulations, and Guidance

21st CCLC Non-Regulatory Guidance( 735 KB)

NYS Office of Child and Family Services (helpful for SACC programs) Part 414 School-Age Child Care Regulations

OCFS Medication Administration Training

NYSED’s Health Services webpage

Provision of Nursing Services in School Settings (including One-to-One Nursing Services with Students with Special Needs) with Q&A (1/7/2019)

Guidelines for Medication Management in Schools (revised 12/2017) Note: This document is helpful for non-SACC programs

Quick Reference for Health Services in non-SACC licensed programs

Health and Emergency Management in School Settings (November 2018)

Advisory Boards (NYSED memo); originally shared 4/12/19 and updated January 28, 2022 Note: This letter is to remind programs about the purpose and requirements pertaining to the Advisory Board, including membership requirements, quarterly meeting requirements, and attendance requirements, stipulated in the Grant Application, NYSED 21st Century Community Learning Centers (CCLC) Evaluation Manual and other guidance documents.

U.S. Department of Education’s COVID-19 ("Coronavirus") Information and Resources for Schools and School Personnel Note: This website offers the most up-to-date information about this rapidly evolving situation.

Board of Regents and NYSED’s Coronavirus (COVID-19) Information for Schools Note: The Board of Regents and NYSED are providing information and guidance for P-12 schools, colleges and universities, licensed professionals, adult education programs, and NYSED employees in response to COVID-19.

NYSED’s Continuity of Learning Note: In response to COVID-19, NYSED launched this website featuring a continuity of learning resources to provide districts and teachers with increased options to keep students engaged in learning. There are Social Emotional Support Resources within the District Planning tab that program staff may find helpful as well.

Technical Assistance Resource Centers

Statewide 21st CCLC Resource Centers Website

The purpose of the 21st CCLC Technical Assistance Resource Centers is to provide ongoing support to all grantees to improve the quality of their programs and, in turn, improve the academic, social and emotional outcomes of students and the literacy of participant’s families.

New York City Technical Assistance Resource Center (NYC TARC)
The New York City Department of Education serves as the NYC Technical Assistance Resource Center, providing services to all NYC based grantees.

If you would like to request any Technical Assistance (TA) from the NYC TARC team, via visit or call, please complete the Technical Assistance Request form.

Contact Information:
Elida Martes, Director
New York City Department of Education
Office of Community Schools
333 7th Avenue, 12th floor
New York, NY 10001
Office: 212-330-9403
Email: emartes@schools.nyc.gov
Laurie Crutcher, Lead Program Manager
Office: 917-339-1716
Email: LCrutcher@schools.nyc.gov

Rest of State Technical Assistance Resource Center (RoS TARC) Binghamton University Community Schools serves the RoS TARC, serving subgrantees outside of New York City, in the rest of state regions.

If you would like to request any Technical Assistance (TA) from the ROS TARC team, via visit or call, please complete the Technical Assistance Request form.

Casey Pulz, Director
Adam Centeno, Data Specialist
Rachel Parsons, Program Specialist
Bernard Fleming, Program Specialist
Brendan Doherty, Program Specialist

Phone support line: 607-777-9240

Email support: ny21cclc@binghamton.edu In the subject line, please include your project number, agency name, and a brief description of the email.

Website: NYS 21st Century Community Learning Centers Technical Assistance Resource Center

Award Recipients

Current Recipients

21st Century Community Learning Center Grant Awards( 293 KB) - Round 7
Round 7- NYS 21st CCLC FINAL Participant Target Enrollment (as of 2/11/20) ( 19kb)

Past Recipients

For program or fiscal related questions, contact the Office of Student Support Services:

By phone: 518-486-6090

By email: emsc21stcclc@nysed.gov

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Last Updated: March 19, 2022

SSS

Student Support Services