21st CCLC Subgrantee Resources

Monitoring Documents and Processes (Updated 2019)

In accordance with ESSA Sec. 4205(b)(1), 21st CCLC programs are required to conduct ongoing monitoring and evaluation to assess progress towards achieving the goal of providing high quality opportunities for academic enrichment and to provide evidence that the program helps students meet the State and local student academic achievement standards. Below are the documents pertaining to state requirements for monitoring 21st CCLC grant program.

Program Monitoring:

CDE will monitor grant program compliance on a regular basis through reviewing and approving fiscal and program reports, performing desk reviews, and conducting onsite visits and interviews.

CDE will conduct at least two onsite visits to every funded center during the three-year grant period. The first visit will be an orientation visit, occurring within the first semester of programming. The second onsite visit will be a monitoring visit to evaluate the subgrantee’s program. Additional visits may occur based on results from ongoing monitoring and risk analysis conducted by CDE. An additional onsite visit will be conducted for subgrantees if awarded funds past the three-year grant period. The purpose of the onsite visit is to validate information provided in fiscal and program reports, and to gather more detailed information on implementation efforts and program quality.

The following documents may be helpful as you prepare for CDE's 21^st CCLC onsite monitoring visits for Cohort VIII:

Cohort VIII Monitoring Process Overview
Cohort VIII Quality Implementation Rubric (QIR) - assess quality
Cohort VIII Quality Implementation Rubric (QIR) Action Planning Tool
Cohort VIII Monitoring and Compliance Template - assess compliance
Cohort VIII Monitoring Document Checklist - use as a reference for Monitoring and Compliance Template
Cohort VIII OST Observational Instrument - used during program observation

Prior to an onsite visit, subgrantees may be required to submit additional relevant information that will allow CDE to conduct an efficient and effective visit. A report of findings and recommendations for next steps for program improvement will be available to the 21^st CCLC Program Directors approximately 60 days following the onsite monitoring visit.

Important Documents

21st CCLC Important Dates for 2020-21 (PDF)
21st CCLC Subgrantee Operations Manual (PDF)
Grant Distribution Reports (CDE Grants Fiscal Webpage)
Assigned Lead Consultants (PDF)
Field Trip Approval Form (Word)
Food Costs FAQ (PDF)
Funding Chart 20-21 (Excel)
NEW! Colorado 21st CCLC PWR Toolkit (PDF)

State-Level Evaluation Documents

2019-20 End of Year Survey (Cohort VII) (Word)
2019-20 End of Year Report (Cohort VIII) (Word)

Local-Level Evaluation Template and Examples

Evaluation Template
The following subgrantee evaluation reports are provided as examples only for formatting and content. CDE does not endorse specific evaluators or evaluation companies.

Data Reporting Requirements

Monthly Attendance is due the 15th of each month
(submit through EZReports)
Teacher Surveys are due June 15, 2020
(submit through EZReports)
2019-2020 IFR (Interim Financial Report) due to CDE:
(submit to CDE through 21CCLC@cde.state.co.us)
- December 16, 2019
  - covering the period of 7/1/19-11/30/19
- March 16, 2020
  - covering the period of 7/1/19-2/28/19