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Nita M. Lowey 21st Century Community Learning Center Grant Program On-Site Monitoring Visit

21st century community learning centers

Nita M. Lowey 21st Century Community Learning Center Grant Program

Title IV, Part B, of the Every Student Succeeds Act (ESSA)


On-Site Monitoring

2020-2021 Monitoring Update

Please note, the information and resources provided on this page are intended to prepare grantees for in-person monitoring visits. However, given the ongoing nature of the COVID-19 pandemic, rather than visiting 21st CCLC programs in-person this fall, DPI staff will carry out remote program monitoring. For remote program monitoring, 21st CCLC programs will be asked to complete the 21st CCLC Monitoring Survey Tool, and submit supporting documentation, via DPI’s online Monitoring Portal, for review. Department staff will examine the documentation to verify compliance with grant requirements and use of promising practices. After the document review, a virtual interview with 21st CCLC staff, building principal, and any other key district or school staff members will be held to discuss the documentation and share preliminary findings in the form of areas of strength, areas for improvement, and items that require corrective action.

For more information about the remote monitoring process, including a description of each of the monitoring components, the people responsible for completing them, and a timeline for completion, please review the Required Tasks for Remote Program Monitoring of Nita M. Lowey 21st Century Community Learning Center Programs document.

If you have been contacted by DPI and are scheduled to be monitored, you can access the online monitoring portal here.

Purpose of On-Site Monitoring Visits

As a part of administering Title IV, Part B of the Early and Secondary Education Act (ESEA), the DPI is charged with monitoring and evaluating all funded Nita M. Lowey 21st Century Community Learning Center Grant Program (CCLC) programs in the state. One way in which DPI accomplishes this is via in-person site monitoring visits.

The primary purpose of site monitoring visits is to ensure that programs are meeting grant requirements. Additionally, on-site visits are intended to do the following:

  • Assess the current functioning of the program
  • Provide technical help where needed to enable the program to meet the requirements of the grant and offer high quality out-of-school time programming to students
  • Identify CLC program needs to inform training and technical assistance programming for the state
  • Identify possible exemplary program models and/or practices that might be shared with other CLCs for possible replication
  • Gather information about the program in order to make more informed decisions about future funding

Selection of Sites

In a typical year, DPI selects approximately 40 CLC sites to receive a monitoring visit. Sites are primarily chosen for a visit according to where they are in their funding cycle. In general, DPI focuses on programs that are in year three of their cycle, although there are cases when programs are visited earlier or later in their cycles. Additional factors that inform DPI’s selection of sites for monitoring visits include the geographic location of the program, the number of other programs that are administered by the same fiscal agent, and past findings from desktop monitoring or previous in-person monitoring visits.

DPI has developed a tool, the 21st Century Community Learning Center (21st CCLC) Monitoring Survey, for use in preparation for a site monitoring visit and review. DPI has developed this survey for grantees to use in determining the comprehensiveness of their 21st CCLCs. This survey may also serve as a resource to other 21st CCLCs.

Components of On-Site Monitoring Visits

Each monitoring visit consists of an entrance interview with key program staff, an observation of program operations, a review of a documentation binder that provides evidence of compliance with grant requirements, and an exit interview. 

Required Documents for On-Site Monitoring Visits

Grantees are required to submit several required documents to DPI as part of the on-site monitoring process.  Please use the links below to access two of the required documents: 1) Site Visit Agenda Template and 2) Monitoring Survey Tool.  A list of other required documents is also posted below, as are the instructions for completing the Monitoring Survey Tool.

Additional Guidance for On-Site Monitoring Visits

DPI has developed two additional guidance documents that are meant to support grantees as they prepare for an on-site monitoring visit.  They include:

  • Timeline for Monitoring Visits:  A timeline of the different components of an on-site monitoring visit, including a detailed description of each component.
  • Site Visit Preparation Checklist:  A list of steps that it is recommended that program staff complete in preparation for a scheduled on-site monitoring visit.  This checklist is for the convenience and benefit of local CLC staff and does not need to be submitted to DPI.
    For questions about this information, contact Tanya Morin (608) 267-9393