The purpose of this page is to provide guidance and resources for monitoring and the implementation of a 21st CCLC, Title IV-B, grant under the
Elementary and Secondary Education Act (ESEA) as amended by the
Every Student Succeeds act (ESSA) and signed into law on December 10, 2015. For more details on Title IV-B, see pages 233-244 of the
ESEA Act of 1965.
If you have questions, please email
ODE.OR21stCCLC@ode.oregon.gov.
21st CCLC Required Program and Financial Documents
21st CCLC Monitoring Overview
The Oregon Department of Education (ODE) strives to build collaborative partnerships with districts through its implementation of federal grant programs. ODE has oversight and monitoring responsibilities to review compliance of local education agencies (LEAs) within ESEA consolidated programs including 21st Century Community Learning Centers (21st CCLC), Title IV-B grantees. ODE will monitor program compliance on a regular basis by grantees' annual submissions of required program and financial documents and the review of:
- required federal and state data collections;
- completed Local Evaluation Reports, Program Quality Assessments, and Action Plans; and
- fiscal reports, virtual desk reviews, interviews, and onsite visits.
ODE will conduct at least one onsite monitoring visit for every grantee during the five-year grant period to evaluate the 21st CCLC program. Additional visits may occur based on results from ongoing monitoring and risk analysis conducted by ODE. The purpose of the onsite visit is to validate information provided in program and financial reports, and to gather more detailed information on implementation efforts and program quality. The following activities may occur during the onsite monitoring visit:
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Program Compliance and Fiscal Monitoring: ODE staff will utilize the Monitoring Checklist that lists federal mandates and indicators to assess program and fiscal compliance of 21st CCLC programs under ESSA.
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Program Quality Monitoring: ODE staff will use the components found in the Program Quality Reflection Tool during the onsite visit to anchor discussions, highlight strengths of the program, and surface areas of growth. Grantees should plan for a 30-minute visit for each center under the grant.
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Staff, Student, and Caregiver/Family Focus Groups: ODE may conduct at least one focus group with staff, youth, and/or caregivers/families served by the program during an onsite monitoring visit. Grantees will be asked to recruit potential participants and provide the appropriate space to conduct the focus groups.
21st CCLC Monitoring Resources
Common ESEA Compliance Documents
All 21st CCLC grantees must utilize the below forms to track Inventory and Time and Effort federal grant requirements. These forms are also utilized by Titles IA, ID, IIA, IVA, VB, Private School, McKinney-Vento, and Foster Care programs.
Inventory
Time and Effort
ODE Federal Funds Guide
The purpose of this document is to provide school and district leaders, grant administrators, teachers, and other partners an overview of Oregon's federal grants under the Elementary and Secondary Education Act (ESEA) as amended by the Every Student Succeeds Act (ESSA).
Supplement Not Supplant
Grantees must use 21st CCLC funds to supplement, and not supplant, other Federal, State, and local public funds [ESSA §4204(b)(2)(G)]. 21st CCLC funds must be used to create activities that would otherwise not be accessible to the students served or to expand access to existing high-quality services that may be available in the community.
Private School Participation
Dissemination of Information
All 21st CCLC grantees must disseminate information about the 21st CCLC program to parents, staff, students, community members, and partners in a manner that is understandable and accessible. This includes sharing the location and services provided by the program and results from local evaluations.
Program Income & Family Fees
The Oregon Department of Education does
not allow the charging of fees to families for their student(s) to attend 21st CCLC Programs. This does not prevent community organizations who receive 21st CCLC funds from generating income or charging fees for other programs that they administer. Rather, it requires a clear delineation in budgeting between 21st CCLC Programs, from which no revenue may be generated, and other programs, from which revenue may be generated.
United States Department of Education (USED) Resources
Regulations
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Education Department of General Administrative Regulations (EDGAR)
The following sections of EDGAR apply to the 21st CCLC program:
- 34 C.F.R. Part 76 - State-Administered programs;
- 34 C.F.R. Part 77 - Definitions that Apply to Department Regulations;
- 34 C.F.R. Part 82 - New Restrictions on Lobbying;
- 34 C.F.R. Part 85 - Governmentwide Debarment and Suspension (Non-procurement) and Governmentwide Requirements for Drug-Free Workplace (Grants); and
- 34 C.F.R. Part 99 - Family Educational Rights and Privacy.
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Uniform Grant Guidance (2CFR § 200)
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (commonly called “Uniform Guidance” or "Uniform Grant Guidance") was adopted by the Department in December 2014, 2 CFR Part 3474, and provides a government-wide framework for grants management and sets an authoritative set of rules and requirements for Federal awards that synthesizes and supersedes guidance from earlier OMB circulars. The Uniform Guidance addresses such issues as time and effort certifications, indirect cost reimbursement, timely obligation of funds and carryover, financial management rules, program income, record retention, property/equipment/supplies inventory controls, procurement, monitoring, conflicts, travel policies, and allowable costs.
Guidance
USED published the following guidance document as a draft. The guidance is intended as a comprehensive document to support State Educational Agencies (SEAs) and their subgrantees with meeting statutory requirements.
It is a policy of the State Board of Education and a priority of the Oregon Department of Education that there will be no discrimination or harassment on the grounds of race, color, sex, marital status, religion, national origin, age, sexual orientation, or disability in any 21st CCLC educational program, activities, or employment. For more information, visit Oregon Department of Education's
Anti-Discrimination Policy page.