21st CCLC Grantee Resources - Program Evaluation

Statewide Evaluation

Both the State Education Agency (SEA) and grantees must comply with specific evaluation and accountability policies and reporting structures. SEAs must provide comprehensive annual evaluations of their 21st CCLC programs, reporting on the performance measures listed in their applications to the United States Department of Education. These reports must be made available for public consumption. 

In fulfillment of the federal requirement for an annual evaluation, and because OSDE does not require that grantees hire local evaluators, OSDE sought an evaluation design that prioritized usefulness to grantee-level stakeholders. Therefore, in the fall of 2010, the Oklahoma State Department of Education enlisted the David P. Weikart Center for Youth Program Quality at the Forum for Youth Investment (hereafter “evaluation contractor”) to provide a statewide evaluation of the Oklahoma 21st CCLC program.



This document describes the different data systems used by the 21st CCLC program for collecting data. Each system is explained briefly and the data collected in that system is listed.
This document explains the three step process of the YPQI.
On this webpage you will find valuable resources that will guide you in the quality assessment and improvement process, the PPICS data collection, and the statewide evaluation. Please check back frequently, as this page will be updated on an ongoing basis.
The Compliance Plan form is used in conjunction with a monitoring visit when a grantee is found to be noncompliant in an area(s) of the grant requirements. The grantee completes the form detailing their plan for completing the actions needed to become compliant with the federal requirements.
The Oklahoma Data Management Spreadsheet is intended to be used as a tool to keep track of attendance and staffing data for 21st Century Community Learning Centers. This spreadsheet will be submitted to the David P. Weikart Center for Youth Program Quality (Weikart Center) to fulfill attendance, staffing, and regular attendee requirement for the federal reporting system. See bottom of linked page to download the latest Data Management Spreadsheet.
Data Management Spreadsheet Webinar This previously recorded training webinar will help to familiarize Oklahoma 21st CCLC grantees with the Data Management Spreadsheet as the primary tool used to collect and submit required program data per federal grant guidance.  The webinar can be accessed at any time.
Entering Data on "Families" tab of the Data Management Spreadsheet  This tutorial will assist grantees in entering data related to program services provided for families within the most current Data Management Spreadsheet.
This is a writable form to assist 21st CCLC programs in their improvement planning process. 
Center for Youth Program Quality's Youth and School-Age Program Quality Assessment download
Letter-sized flyer of the PQA Pyramid of Program Quality.
A one page summary of the YPQI evaluation system for 21st CCLC grantees given at Kick-Off


This document outlines the practices of the Oklahoma 21st CCLC team used to monitor for grant compliance.
This tool is used to guide Oklahoma 21st CCLC statewide coordinators during an on-site monitoring visit. 21st CCLC programs are encouraged to use this tool to also guide their own progress and quality improvement.
A visual representation of the Risk Analysis that will guide the monitoring plan for each grantee.
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Last updated on June 18, 2019