Certifying Your Data

The Annual Performance Report (APR) is due each fall. Data collected in

APlus will be used to generate sections of the APR for each center. Today

We will outline the steps grantees or districts can take to verify each center’s data before report sections are generated for the final time.

Our Objectives are to: List the sections of the APR requiring APlus data and identify their purpose.

Identify the data that should be reviewed for completeness and accuracy.

Discuss tools to use in assessing the completeness and accuracy of data, including running the APR itself.

Introduce the APlus Certification feature that helps you track your confirmation of this data.

Note where incorrect data can be corrected before the actual APR is generated.

APR SECTION & PURPOSE

The following sections of the APR uses APlus data that should be

verified by the grantee or district and certified as reasonably

accurate and complete prior to submission of the APR.

A. Objectives Status

What is the status of the grantee’s or district’s objectives outlined in the grant proposal? Did it accomplish its objectives?

WHAT DO GRANTEES/DISTRICTS NEED TO VERIFY?

Did the grantee or district enter all objectives in APlus and maintain each objective’s status in these records? Did it include an explanatory comment if an objective was not met? (These are entered in District/Grantee Maintenance.)

APR SECTION & PURPOSE

B. Partner Contributions

What contribution were made by community partners? What subcontracts were given to them?

WHAT DO GRANTEES/DISTRICTS NEED TO VERIFY?

Has each center used Site Info, Community Collaborations, to enter its partners? Did the center record the amount of each partner’s contribution? Has the grantee/district approved all partners - none are still pending approval?

APR SECTION & PURPOSE

C. Staffing Information

What are staff qualifications? Are they volunteers or paid staff? How many funded staff were replaced, etc.?

WHAT DO GRANTEES/DISTRICTS NEED TO VERIFY?

Did the center set up staff records in Site Info, Site Staff, and enter and maintain APR Staff Info?

APR SECTION & PURPOSE

D. Activities

How many hours per week did the center offer activities of each APR Category Type and Subject Area?

WHAT DO GRANTEES/DISTRICTS NEED TO VERIFY?

Did the center enter all activities and correctly code the APR Category Type and Subject Area for each one?

Did the center correctly enter the start and end time for each activity session? For example, did it accurately record AM and PM in the time field?

The report uses ‘weeks with attendance’ - did the center enter all attendance for the period covered in the APR?

APR SECTION & PURPOSE E. Attendance

What are the demographics of participants who attended the center at least once? And what are the demographics of those who were Regular Attendees (attending 30 days or more) during the period?

WHAT DO GRANTEES/DISTRICTS NEED TO VERIFY?

The report uses attendance, did the center enter all attendance for the period covered in the APR?

Do the center's Registration records contain the necessary demographic information: Special Ed, Lunch Status, and Ethnicity?

APR SECTION & PURPOSE

F. Feeder School Attendee Percentages

What schools do students attend during the day and what percent of participants attends each school?

WHAT DO GRANTEES/DISTRICTS NEED TO VERIFY?

Did the center enter all schools and associate each student with a school?

APR SECTION & PURPOSE

G. Operations

On average, how many hours was the center typically serving participants before and after school, on weekends, and during the summer?

WHAT DO GRANTEES/DISTRICTS NEED TO VERIFY?

Did the center enter all attendance necessary to identify Regular students?

Did the center correctly enter the start and end time for each activity session? For example, did it accurately record AM and PM in the time field?

APR SECTION & PURPOSE

H. Teacher Surveys

What changes do day school teachers see in students who participated at least 30 times during the APR period?

WHAT DO GRANTEES/DISTRICTS NEED TO VERIFY?

Did the center enter all attendance necessary to identify Regular students?

Did the center record a sufficient number of survey responses?

APR SECTION & PURPOSE

I. Grades

How have Math and Reading grades changed for students who participated at least 30 times during the APR period?

WHAT DO GRANTEES/DISTRICTS NEED TO VERIFY?

Did the center enter all attendance necessary to identify Regular students?

Did the center enter or import two Reading and two Math grades for Regular students? These are fall and spring grades?

APR SECTION & PURPOSE

J. State Assessment Test Scores

What are the Math and Reading test scores for students who participated at least 30 times during the APR period?

Scores must be from tests administered during the report period

WHAT DO GRANTEES/DISTRICTS NEED TO VERIFY?

Did the center enter all attendance necessary to identify Regular students?

Did the center enter or import recent Reading and Math test scores for Regular students?