Site Monitoring Visits, Technical Assistance Visits, and Related Documentation

Site Visit Monitoring (SMV) Report Template (revised September 2022). Note: This report will be used for site monitoring visits starting July 1, 2022.

SMV Glossary (revised May 2019)

Action Plan Template (revised September 2022)
Action Plan Template (revised September 2022)

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.

Evaluability Checklist PDF Version
Evaluability Checklist Word Version

Advisory Board documents

• AB Membership Agreement & Scheduling Organizer
• AB Meeting Agenda & Action Planner

Lesson Plan

• Lesson Plan Template (revised 08/2022)

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

• Personnel Activity Report (PAR) Multiple Funding Sources (updated 4.3.20)
• Personnel Activity Report (PAR) Single Source Funding Source

Program Activity Implementation Review (PAIR)
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 Activity Implementation Review (PAIR) template (May 2019)

Standard Enrollment Forms

• Standard Enrollment Form
• In October 2021, NYSED revised the sample form that is currently available. It is required that all programs include all of the information from the sample Standard Enrollment Form within their own forms. Programs have the creative liberty to modify the form to meet the needs of their students, families, and community. This form is usable for current subgrantees
• 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.

Things to Know About Braiding 21st CCLC Funds (November 2023)

New! All Program Modifications and Budget Amendments must now be submitted through the Survey Monkey Apply (SMA) Portal

• Budget Amendment Fact Sheet (New July 2023)
• Program Modifications and Budget Amendments Submissions on SMA Technical Sheet (New July 2023)
• Program Modification Fact Sheet (Updated July 2023)
• Program Modification Request Form (Updated July 2023)

2023 Spring Conference Handout: What, Which, When, Where, and How of 21st CCLC Budgets

2023 Spring Conference: Budget Q & A

Fiscal Policies and Procedures Template (October 2022)

Fiscal Webinar Q & A (September 2022)

MWBE Documents (updated July 2022)

MWBE Compliance Checklist (updated July 2022)

MWBE Compliance Report for Grants (M/WBE 104G) Note: Due July 31st annually

Round 8 Composite Budget (updated July 2022)

For other fiscal documents, such as the FS-10 (Budgets), FS-10-A (Budget Amendments), FS-25 (Request for Funds) and FS-10-F (Final Expenditure Reports), please visit the Forms section on the Grants Finance’s website.

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.

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).

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

Who's Who Tool (8/31/23)
Note: The purpose of this template is to provide clarity in terms of staffing for upcoming Welcome Visits, Site Monitoring Visits, and possible program modifications and/or BA’s. It also informs RCs and NYSED of current staffing and/or possible changes.

Welcome Visit Tool (8/15/23)

Manual for Program Directors (updated January 2023)

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

• 2021 Program Director's Progress Brief (9/10/21)
• 2020 Program Director’s Progress Brief (4/28/21)

Timelines

• Round 8, Year 2 Program Activity Timeline
• Teacher Surveys: Spring 2023 Timeline and Summary of Activities

Data and Reporting

• Required maintenance of student demographic and outcome data (June 2023)
• Data Sharing Requirements Letter (November 21, 2022)
• 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.)
• NYS 21st CCLC’s Statewide Data Collection System (revised 9/9/20)

New! All Program Modifications and Budget Amendments must now be submitted through the Survey Monkey Apply (SMA) Portal

• Program Modification Fact Sheet (Updated July 2023)
• Program Modification Request Form (Updated July 2023)
• Program Modifications and Budget Amendments Submissions on SMA Technical Sheet (New July 2023)
• Budget Amendment Fact Sheet (New July 2023)

Participating Schools form  (updated July 2022)

Program Site Form (updated July 2022)

Sample Partnership Agreement (updated July 2022)

If a program modification requires a budget amendment, please use the FS-10A, which is available on the Forms section on the Grants Finance’s website.