1. Iowa 21st CCLC Local Evaluation Form 2015-2016 Training for Local evaluators
Webinar – September 15, 2016

2. Purpose of Training Discuss Development of Form
Provide Overview of Local Evaluation Form.
Provide Details on Each Element of Form.
Provide Opportunity for Feedback from Evaluators.

3. Development Provide Information for State Evaluation
No Reliance on Federal Database
Evaluation Committee Provided Input
Approved by Iowa DOE
As it is used, it will be changed to better meet needs.
Development
Made to provide data for state evaluation (not relying on federal database).
Evaluation Committee gave input.
Approved by DOE (Vic).
As it is used, it will be changed to better meet needs.

4. Overview Two Documents (Locked for editing)
Form
Instructions
Data from school year.
Cohorts 7, 8, 9, and 10 only.
Data that is already collected.
Allows cut and paste.
Does not replace other local evaluation formats.
Instruction sheet gives examples and more detail on how to fill out the form. We strongly recommend referring to the instruction sheet when filling out the form.
Overview
Data from school year.
Cohorts 7, 8, 9, and 10 only.
Data that is already collected.
Allows cut and paste from local evaluations and other documents.
Does not replace other local evaluation formats (other format may meet needs of the organization).
Instruction sheet gives examples and more detail on how to fill out the form. We strongly recommend referring to the instruction sheet when filling out the form.

5. Main Elements
Title (Grantee Name) and File Saved with Correct Nomenclature
General Information
Introduction/Executive Summary
Demographic Data
Objectives
Anecdotal Data
Sustainability plans
Summary and recommendations

6. Section 1 – Overview Page 1 of Evaluation Form.
Name of Saved File <Grantee 21st CCLC Local Evaluation Form >
Add Grantee Name in Title
Use Checklist to Track Progress
Section 1 – Overview – Page 1 of form (NOTE: page numbers are only accurate for a form that has not been altered)
Save file with filename <Grantee 21st CCLC Local Evaluation Form >
Add grantee name in title
Checklist
Allows evaluator to keep track of progress.

7. Section 1 – Overview

8. Section 2 – General Information
Page 2 of Evaluation Form.
Basic Information Table - Who
Center Information Table - Where

9. Section 2 – Contact Information
Contact information – Answers the question Who?
Additional information you want the reader to know (i.e. other contacts, more information on the director (full or part time) or evaluator, new to the program, etc.)

10. Section 2 – Center Information
List of centers for each cohort (only cohorts 7, 8, 9, and 10)
If not part of a cohort, leave that cohort row blank.
Additional information (i.e. more than one school district, private schools, YMCA, Boys and Girls Club, etc.)

11. Section 3 – Introduction/Executive Summary
Page 3 of Evaluation Form.
Paste Information into Form.
Sell the Program
Hit the Highlights
In general
Recommend pasting this section.
Sell Your program
Hit the highlights

12. Section 3 – Introduction/Executive Summary
Implementation
Program Description
Program Success
Program Highlights and Closing

13. Section 3 – Introduction/Executive Summary
Implementation
People
Needs assessment
Making objectives
Other
Implementation
How you started
People
Needs assessment
Making objectives
Other

14. Section 3 – Introduction/Executive Summary
Program Description
When is the program offered?
What activities are offered?
Where is the program center(s)?
Who can attend the program?
Who runs the program?
Program Description
When is the program offered?
What activities are offered?
Where is the program center(s)?
Who can attend the program?
Who runs the program?

15. Section 3 – Introduction/Executive Summary
Program Success
Attendance?
Partners?
Academic Success?
Student Behavior Improvement?
Program Success
Time to brag
Attendance?
Partners?
Academic Success?
Student Behavior Improvement?

16. Section 3 – Introduction/Executive Summary
Program Highlights and Closing
Stakeholder Perceptions
Why it should continue
Great changes to come
Be positive
Program Highlights and Closing
Stakeholder Perceptions
Why it should continue
Great changes to come
Be positive

17. Section 4 – Demographic Data
Pages 3 and 4 of Form
All about numbers

18. Section 4 – Demographic Data
Attendance Summary Table
Attendance Discussion
Partnerships Summary Table
Partnerships Discussion
Parent Involvement

19. Section 4 – Demographic Data
Attendance Summary Table
a. Attendance Summary Table.
By cohort – if not part of a cohort, leave blank.
Total and regular attendance (regular attendance is 30 days or more)
Includes areas for disaggregated data.
NOTE: If you have trouble with tables (i.e. the data won’t fit) you can always provide the information in the discussion sections.
*Regular Attendees have attended the program for 30 or more days.

20. Section 4 – Demographic Data
Attendance Discussion
Discusses data in attendance table
Addresses attendance data unique to your program
Program has more of a type of student than the student population at large (FRPL, LEP, etc.)
Efforts to increase attendance (recruitment, meals, special activities, teacher assistance, etc.)
Any other information regarding attendance
Attendance Discussion.
Recommend pasting this section
Discusses data in attendance table
Addresses attendance data unique to your program
Program has more of a type of student than the student population at large (FRPL, LEP, etc.)
Efforts to increase attendance (recruitment, meals, special activities, teacher assistance, etc.)
NOTE: If you have trouble with tables (i.e. the data won’t fit) you can always provide the information in the discussion sections.

21. Section 4 – Demographic Data
Partnerships Summary Table
c. Partnerships Summary Table
Enter total partners at top of table.
Enter service provided. NOTE: One partner could provide contribution types but the total for each contribution type cannot be larger than the total partners.
*Note: A partner can provide more than one type of service.

22. Section 4 – Demographic Data
Partnerships Discussion
Details regarding numbers in Partnerships Summary Table
d. Partnerships Discussion
Recommend pasting this section.
Give details of information from Partnerships Summary Table

23. Section 4 – Demographic Data
Parent Involvement
Focus on Numbers
How many parent meetings (parent nights, parent classes, showcases, etc.) were held?
How many parents attended each meeting or event?
What events were offered?
How were parents informed that events were being held (letters, phone calls, flyers, s, websites, social media, etc.)?
e. Parent Involvement
Recommend pasting this section.
Focus on numbers
How many parent meetings (parent nights, parent classes, showcases, etc.) were held?
How many parents attended each meeting or event?
What events were offered?
How were parents informed that events were being held (letters, phone calls, flyers, s, websites, social media, etc.)?

24. Section 5 – Objectives Pages 4 and 5 of Form.
Major way to show success of program.

25. Section 5 – Objectives Objectives Summary Table
Objectives Discussion Section

26. Section 5 – Objectives Objectives Summary Table Rate objectives
Met the stated objective
Did not meet but made progress toward the stated objective
Did not meet and no progress was made toward the stated objective
Unable to measure the stated objective
a. Objective Summary Table.
Separate Table for each cohort. Leave cohort section blank if you are not a member of that particular cohort.
Include ratings and methodology/measuring methods used for each objective
Rate objectives
Met the stated objective
Did not meet but made progress toward the stated objective
Did not meet and no progress was made toward the stated objective
Unable to measure the stated objective

27. Section 5 – Objectives

28. Section 5 – Objectives Objectives Summary Table
Goals. If your center(s) used goals and objectives, you can enter them in the tables.
Goal 1: Objective 1. Students will…
Goal 1: Objective 2. Students will…
Goal 2: Objective 3. Students will…
Etc.
It is not necessary to state the goal for each objective but you must discuss them in the objectives discussion section.
Goals. If your center(s) used goals and objectives, you can enter them in the tables.
Goal 1: Objective 1. Students will…
It is not necessary to state the goal for each objective but you must discuss them in the objectives discussion section.

29. Section 5 – Objectives Objectives Discussion Section
Give details on objectives and their ratings.
Statistical analysis
Charts, tables and graphs as applicable.
If goals were used, include details on their success, including how they were measured using the objectives.
b. Objectives Discussion section.
Recommend pasting this section.
Give details on objectives and their ratings.
Statistical analysis
Charts, tables and graphs as applicable.
If goals were used, include details on how they were measured using the objectives for each one.

30. Section 6 – Anecdotal Data
Pages 5 and 6 of Form.
Success Stories.
Tell stories about students, teachers, parents, partners, etc. that showcase the success of your program.
Best Practices section.
Answer the question, “What had the biggest impact on success for your program?”
Pictures.
Paste in up to nine pictures.
Follow FERPA.
a. Success Stories.
Recommend pasting this section.
Tell stories about students, teachers, parents, partners, etc. that showcase the success of your program.
b. Best Practices section.
Answer the question, “What had the biggest impact on success for your program?”
c. Pictures.
Paste in up to nine pictures (you can send in others separately if you wish).
Follow FERPA - Family Educational Rights and Privacy Act (FERPA)

31. Section 6 – Sustainability Plans
Pages 6 and 7 of Form.
Original sustainability plan (from your application).
Partner Contributions.
Prepare for Comprehensive Site Visit.
Section 7: Sustainability Plans – Pages 6 and 7 of form.
a. Original sustainability plan (from your application).
Paste plan here.

32. Section 6 – Sustainability Plans
Partner Contributions.
Provides a way to see how much support the program has with and without 21st CCLC Funds.
b. Partner Contributions.
Table to fill out. One row per partner
Provides a way to see how much support the program has with and without 21st CCLC Funds.
Discounts, free services, monetary support, etc.

33. Section 6 – Sustainability Plans
Prepare for Comprehensive Site Visit. This visit requires a meeting with Community Partners and an updated Sustainability Plan to guide you through 2 years of additional funding at 75%.
Preliminary plan to sustain the level of programming for children despite a 25% reduction in years 4 and 5
How will you reorganize?
What changes will you make?
What new community partners have been added?
What community partners have dropped off?
What additional funding sources will you have?

34. Section 8 – Summary and Recommendations
Pages 6 and 7 of Form.
Short Summary of Program.
Dissemination of local evaluation.
Recommendations for Objectives.
Recommendations on future plans for change.

35. Section 8 – Summary and Recommendations
Short Summary of Program.
Showcase your program.
Repeat items from introduction.
Tell about success and how it will continue.
a. Short Summary of Program.
Recommend pasting this section.
Showcase your program.
Repeat items from introduction.
Tell about success and how it will continue.

36. Section 8 – Summary and Recommendations
Dissemination of local evaluation.
A website url where the local evaluation is posted is required. List exact URL.
Discussion of other methods of dissemination
Meetings with Board, meetings with stakeholders, paper copies, , copies in libraries, etc.
b. Dissemination of local evaluation.
A website url where the local evaluation is posted is required.
Discussion of other methods of dissemination
Meetings with Board, meetings with stakeholders, paper copies, , copies in libraries, etc.

37. Section 8 – Summary and Recommendations
Recommendations for Objectives.
Must address objectives that were not met or not measured.
Plans to change objectives.
Plans to eliminate objectives.
Plans to add objectives.
Include reasons for changes.
c. Recommendations for Objectives.
Must address objectives that were not met or not measured.
Plans to change objectives.
Plans to eliminate objectives.
Plans to add objectives.
Include reasons for changes.

38. Section 8 – Summary and Recommendations
Recommendations on future plans for change.
Recommendations on helping the program succeed (i.e. increasing attendance, developing sustainability plan, data collection, etc.
d. Recommendations on future plans for change.
Recommendations should include any areas to help the program succeed (i.e. increasing attendance, developing sustainability plan, data collection, etc.

39. Three Last Thoughts Fill out the form as completely as possible.
Use the Instruction Sheet.
Do not hesitate to ask for assistance.

40. Assistance Ron Cravey Ernest (Rusty) Sinclair 512-529-2074
Ernest (Rusty) Sinclair