Student Support Services

21st Century Community Learning Centers

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. Measurement Incorporated external link serves as New York’s current State Level Evaluator.


Round 8 Updates

9/30/22- Local Evaluation Framework Timeline (Updated September 2022.  Note: It is NOT substantively altered from the version that went out with the Round 8 RFP to help subgrantees and evaluators to construct the basic workplan flow and contract requirements for their arrangements; it provides a much cleaner, clearer version to complement that section.)

Annual Evaluation Reports (AERs)

Round 7 Summative Evaluation Report (Contract Years 1-5, 7/2017-6/2022) (posted 10/18/22)

Round 6 Summative Evaluation Report (Contract Years 1-5, 4/2012-3/2017)


The New York State 21st Century Community Learning Centers Evaluation Manual: Effective July 1, 2013

21st Century Community Learning Centers Evaluation Manual

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.

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

5/5/21 - Year 4 (2020-21) Verification Form

4/27/21 - Samples for Goals and Objectives These samples can be also be found in the NYS 21CCLC AER Template for 2019-20 (below).

1/2021 - Out of School Time Observation Instrument Adapted for Virtual Activities (OST-A)

1/2021 - OST-A Cover Sheet/Ratings Note: These OST-A instruments (above) 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.  The adaptations are designed to better reflect observations of virtual instruction, as well as live instruction observed via video stream.  The adapted instrument is approved by NYSED, and is based on PSA's validated original instrument.

2/2020 - Overview of Fidelity Monitoring

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 1 and Sample 2   Note: It is recommended that sub-grantees read the “Overview” prior to use of similar types of fidelity checklists.

2/11/20 - NYS Updates and Clarifications - Year 3 Annual Evaluation Reports

Last Updated: October 18, 2022