LEAs and the appropriately assigned departments shall prepare and submit all reports required by the Arizona Department of Education in a timely and accurate manner.
On this page is guidance on completing the federally required Annual Performance Report (APR), including regularly updated guidance on the new Government Performance Results Act (GPRA) measures that are reported in the APR.
NEW! Starting with the 2022-2023 school year, all 21st CCLC Monitoring & State Level Programmatic Reporting documents will be collected in the EMAC - Educational Monitoring , Assistance & Compliance system (an application in ADE Connect).
The 21st CCLC Program At-A-Glance form is completed by the grant site by September 1 of each year. This communication template is an overview of the program objectives from the originally awarded grant application.* This document should be kept readily available with the required records. Sites are encouraged to use this as a tool to communicate with stakeholders the purpose and objective of the 21st CCLC grant in user-friendly template.
*Any changes from the original application must be approved by ADE in GME before they become official.
The tool should be reviewed and updated annually for minor revisions and submitted to your 21st CCLC program specialist by the due date on the chart above.
Site Evaluation - Annually
All Arizona 21st CCLC grantees must submit an annual Site Evaluation Report which assesses their own compliance with grant requirements and the strength of their programs’ impact on their own 21st CCLC grant objectives. Results should be made available to the public upon request.
Starting with the 2022-2023 Fiscal Year the Site Evaluation Report is now submitted in EMAC.
virtual Trainings
Video Links
Slide Deck
21st CCLC EMAC Site Evaluation Report Virtual Training Part 1
The Site Evaluation template can be used as a continuous improvement planning tool to monitor and discuss progress on grant objectives throughout the year in preparation for the Site Evaluation Report.
*See the calendar above for the 21st CCLC due date.
Summary of Classes Report - Bi-Annually
All Arizona 21st CCLC grantees must submit a Summary of Classes (SOC) Report twice a year via EMAC. This report provides a snapshot of recent 21st CCLC activities and the number of students served.
This report is submitted through EMAC, please refer to the EMAC Webpage for more guidance information on SOC reporting.
*See the calendar above for the 21st CCLC due date.
Student Attendance & SIS FAQ's
21st CCLC student level daily attendance data is entered into each site’s Student Information System (SIS), the same system school sites use to report school day attendance. This data is submitted through the SIS into the AzEDS system, NOT SENT VIA EMAIL. Sending student level data via email is a violation of FERPA.
Application Revisions are completed online in the ADE Grants Management system via ADE Connect at https://gme.azed.gov/.
A revision is a request for a change in the original grant application. It can be for a fiscal change, a programmatic change or both. In general terms, revisions must honor the original integrity and intent of the awarded grant proposal. All revisions must be approved prior to any change in expenditures or program implementation. A revision can be submitted as needed.
The Arizona Department of Education (ADE) Grants Management staff review and approve Reimbursement Requests (RR) from fiscal agents for reimbursement of grant expenditures.
For direct assistance please contact Grants Management at 602-542-3901, Option 2 or via Help Desk.
Frequently Asked Questions about Reimbursement Requests
1. If my reimbursement is at 10% or more of the allocation, what do I need to do?
A justification as to why the request is at 10% or more of the allocation will be required for the approval. The justification is entered in the History Log (via Create Comment page) of the request prior to the submission of it.
2. If my reimbursement is at 20% or more of the allocation, what do I need to do?
In addition to the justification as to why the request is at 20% or more of the allocation (see number 1. above), an expenditure documentation will be required for the approval. Expenditure documentation needs to be uploaded in the Related Documents page in the reimbursement request. The expenditure documentation should indicate the time frame in which the expenditures occurred, the grant they were paid out of, and the types of expenditures. Examples of the expenditure documents are financial reports from accounting systems, such as Visions, QuickBooks, etc. or invoices for expenditures.
Reimbursement Request Deadline
All Reimbursement Requests must be submitted and approved PRIOR to the project end date. Reimbursement Request deadlines will be set, as applicable, based on ADE/ADOA accounting requirements for the fiscal year and/or project end dates. It is usually 5-10 business days before the end of the fiscal year.
For additional questions the Grants Management Team can be reached by email at [email protected] or by calling the hotline:
Grants Management Hotline – 602.542.3901
• Technical Support and Training Assistance – Option 1
• Fiscal Questions (CRs and RRs) – Option 2
• Fiscal Monitoring – Option 3
*See the calendar above for the 21st CCLC due date.
Completion Report - Annually
The Arizona Department of Education (ADE) Grants Management staff review and approve Completion Reports (CR) from fiscal agents for reimbursement of grant expenditures as a final accounting for actual expenditures after the end of the fiscal year.
Things to Remember
Completion Report submission within 60 days of the project end date is strongly recommended in order to approve and fully close-out within the 90-day liquidation period
The 21st CCLC grant is on a July 1 – June 30 fiscal year
21st CCLC grant funds are not allowed to be carried over from one fiscal year to the next
Revisions cannot be initiated once the status is changed to CR Draft Started
Reimbursement Requests cannot be submitted after the project end date; disbursement will take place on CR approval
For direct assistance please contact Grants Management at 602-542-3901, Option 2 or via Help Desk.
Continuing Application - Annually
Continuing Applications are submitted for 21st CCLC programs that will be entering Years 2-5 of their grant. Grantees submit a projected budget and complete Program Narrative Questions for the next fiscal year. Continuation of 21st CCLC funding each year of the grant is contingent on maintaining substantial compliance with all requirements of the grant (See Substantial Compliance section for further explanation). The Word version of the Nita M. Lowey 21st Century Community Learning Centers Continuing Application and guidance will be available below in February and will be available for submission online in the ADE Grants Managements system via ADE Connect system on March 1, each year. Application guidance will also be available at that time. Contact the assigned Education Program Specialist for technical assistance.
Continuing Application See the links below for Continuing Application guidance and a Word version of the Continuing Application that can be used to build the application prior to entering it online for the Fiscal Year 2024 Continuing Application in Grants Management Enterprise (GME):
Note: Once the Continuing Application is approved, reimbursement payments can be processed after the start of the fiscal year and in accordance with the requested budget. 21st CCLC funds are not allowed to be carried over from one fiscal year to the next.
The Continuing Application will be available in the Grants Management System on March 1st of each year.
Coding change for FY24 – Larger districts using an Internal Service Fund for services provided such as print shops, transportation services, and other service costs will no longer be able to combine those charges into 6500. The charges for those services can either be broken down by expense type into 6100, 6200, and 6600 or combined to 6885 with an approved Cost Allocation Plan submitted in GME. Please consult your Business Office for your districts internal costs process. Smaller districts and Charters can still separate out costs into the various object codes or look into the Cost Allocation Plan option. As always, consult your internal/external auditors for additional guidance.
*See the calendar above for the 21st CCLC due date
We are pleased to announce NASA has partnered with 10 Arizona schools within their 21st CCLC programs to help students learn about careers in science, technology, engineering and math (STEM).
