Every year grantees that operated ASES, 21st CCLC, and ASSETs programs in the prior school year need to submit an enrollment and continuous quality improvement report to CDE. CDE provides two Excel templates to aid in the data submission. More information regarding the requirements for these reports, the CDE Excel templates, and additional information regarding the After School Education & Safety Program can be found on CDE's website at  http://www.cde.ca.gov/ls/ba/as/



The Supplemental Attendance Report (CCLC/ASES and ASSETs) in Aeries will create an Excel file which contains enrollment and supplemental attendance totals by school and student for districts that run ASES, 21st CCLC, and ASSETs supplemental attendance programs. For the 2016-17 school year and forward this report can only be run in the Aeries Version 8. For the 2015-16 school year and prior the report must be run in Aeries Client. This article details the procedures for running the CCLC/ASES and ASSETs reports for the 2016-17 year and forward. If you need directions on how to run this report in the Aeries Client in a 2015-16 or older database please contact Aeries Support for documentation. 


The CCLC/ASES and ASSETs reports are typically run in the prior year database. The Supplemental Attendance Report (CCLC/ASES and ASSETs) will create an Excel spreadsheet in a format compatible with CDE's reporting templates. 


NOTE: Supplemental Attendance and Attendance History Summary are used to calculate the information in this report. The data in these tables needs to be accurate prior to running the report. We highly recommend running the Supplemental Attendance Audit Report (available at the school level) and cleaning up any errors prior to running the Supplemental Attendance Report (CCLC/ASES and ASSETs).



The Supplemental Attendance Report (CCLC/ASES and ASSETs) can be found in View All Reports





Security


Admin users will have access to the Supplemental Attendance Report (CCLC/ASES and ASSETs) by default. Non-admin users will need Read permissions to the Attendance History Summary (AHS), Supplemental Attendance Programs (ATP), Supplemental Attendance Sessions (ATS), Supplemental Attendance Student Assignments (ATA), and Supplemental Attendance Data (ATD) tables. Remember that the permission to these tables needs to be set up for the prior year database.




The Supplemental Attendance Report (CCLC/ASES and ASSETs) uses the Attendance History Summary (AHS) data to determine the "Days Attended Regular School" in the reporting template. The AHS table must be accurate in order to calculate the correct value for this reporting field.



ASES or 21st CCLC Report


To create the supplemental attendance report for the CCLC/ASES programs log into the prior year database and navigate to the Supplemental Attendance Report (CCLC/ASES and ASSETs) screen from View All Reports. The report can be run while logged in at either the district level or at the school level. When run at the school level the report will only extract data for the students in that school. 


Select the ASES or 21st CCLC report option. Also select all Attendance Programs (STU.SP) that would be counted as attendance days in the school. Be sure to select the blank "Regular Program" as an attendance program that would be considered as having days present in the school. In the below example, the only Attendance History (AHS) records that will not be included to calculate the days present in the school will be those with a program (AHS.SP) of "C" Concurrent.




Next select the Supplemental Attendance Sessions at each school that contain the attendance data for the 21st CCLC and ASES programs by clicking on them. Notice that selections can be made for 5 separate programs. These correspond with the different programs that need to be reported to CDE. In the below example Golden Eagle ran one Before School program and both Golden Eagle and Screaming Eagle ran one ASES After School program. Any programs that your district did not provide can be left blank. In the below example no schools ran the summer/supplemental programs.




After all selections have been made click on the Run Report button. When the system has completed processing the data a message will come up indicating that the report is ready to be viewed. Click on either the Download Report or View Report buttons. The report will be available either at the bottom of the browser window (Chrome) or in a pop-up (Firefox). 


Open the report to reveal the summary of students with supplemental attendance records in the selected sessions. The following information is provided:


Columns A - I  (NM - AfterSupp6) - include all of the information that needs to be provided in the 1. Outcome Data  tab of the ases21stevaltemplate.xls provided by CDE.

Columns J - N (ID - SC) - have been provided to aid in reviewing and verifying the data

Columns A & C (NM & CID) - the report is sorted by School Name (NM) and Student State ID (CID)

Columns E - I (BeforeBase - AfterSupp6) - the number of days the student attended the supplemental attendance sessions selected for these programs. Supplemental Attendance Data (ATD) records with time (ATD.TM) >= 1 minute will count as having attended the program for that day.


NM - name of the school that provided the supplemental attendance session. 

CDS - County, District, State code of the school

CID - student State ID 

RegAtt - the number of days the student was present in the school. This value is the summation of the Days Present field in the Attendance History Summary table (AHS.PR)  for the school year that have the selected attendance program values. 

BeforeBase - count of ATD records for the selected sessions where TM >= 1. CDE defines this program as: Number of days student attended ASES or 21st CCLC Before School Base  program. Please contact CDE for questions regarding how to identify which programs meet this criteria. 

AfterBase - count of ATD records for the selected sessions where TM >= 1. CDE defines this program as: Number of days student attended ASES or 21st CCLC After School Base program. Please contact CDE for questions regarding how to identify which programs meet this criteria. 

BeforeSupp - count of ATD records for the selected sessions where TM >= 1. CDE defines this program as: Number of days student attended ASES or 21st CCLC Before School Summer/ Supplemental  program. Please contact CDE for questions regarding how to identify which programs meet this criteria. 

AfterSupp3 - count of ATD records for the selected sessions where TM >= 1. CDE defines this program as: Number of days student attended ASES or 21st CCLC 3-hour After School Summer/ Supplemental  program. Please contact CDE for questions regarding how to identify which programs meet this criteria. 

AfterSupp6 - count of ATD records for the selected sessions where TM >= 1. CDE defines this program as: Number of days student attended ASES or 21st CCLC 6-hour After School Summer/ Supplemental  program. Please contact CDE for questions regarding how to identify which programs meet this criteria. 


ID - student ID number. Included for data validation purposes.

LN - student last name. Included for data validation purposes.

FN - student first name. Included for data validation purposes.

MN - student middle name. Included for data validation purposes.

SC - school code. Included for data validation purposes.



Once the Supplemental Attendance Report (CCLC/ASES and ASSETs) has been reviewed and verified, the data in columns A - I will need to be copied into the template provided by CDE.


From CDE's website  http://www.cde.ca.gov/ls/ba/as/  navigate to the Annual Outcome-Based Data Report for Evaluation and Continuous Quality Improvement page for the CCLC/ASES programs. Download the spreadsheet template that CDE provides and save it to your computer. 


On the Supplemental Attendance Report (CCLC/ASES and ASSETs) spreadsheet, select the data in columns A - I (NM - AfterSupp6). Right click in the selected cells and click on Copy.



NOTE: Do not copy the header record



Open the ases21stevaltemplate.xls template provded by CDE. On the 1. Outcome Data tab right click in the empty data cell in column A and select Paste




The data from the Supplemental Attendance Report (CCLC/ASES and ASSETs) is now populated in the template. Review CDE's directions on what other information needs to be populated in the template, the naming convention to be used when saving the template, and how to upload the template to CDE.





ASSETs Report


To create the supplemental attendance report for the ASSETs program log into the prior year database and navigate to the Supplemental Attendance Report (CCLC/ASES and ASSETs) screen from View All Reports. The report can be run while logged in at either the district level or at the school level. When run at the school level the report will only extract data for the students in that school. 


Select the ASSETs report option. Also select all Attendance Programs (STU.SP) that would be counted as attendance days in the school. Be sure to select the blank "Regular Program" as an attendance program that would be considered as having days present in the school. In the below example, the only Attendance History (AHS) records that will not be included to calculate the days present in the school will be those with a program (AHS.SP) of "C" Concurrent.




Next select the Supplemental Attendance Program that contains the attendance data for the ASSETs programs from the Select Program to be used dropdown. 

All schools will be selected by default. Select the schools that provided the ASSETs program. 




After all selections have been made click on the Run Report button. When the system has completed processing the data a message will come up indicating that the report is ready to be viewed. Click on either the Download Report or View Report buttons. The report will be available either at the bottom of the browser window (Chrome) or in a pop-up (Firefox). 


Open the report to reveal the summary of students with supplemental attendance records in the selected program. The following information is provided:


Columns A - E  (NM - SuppAtt) - include all of the information that needs to be included in the 1. Outcome Data  tab of the assetstevaltemplate.xls provided by CDE.

Columns F - K (ID - SC) - have been provided to aid in reviewing and verifying the data

Columns A & C (NM & CID) - the report is sorted by School Name (NM) and Student State ID (CID)

Column E (SuppAtt) - the number of days the student attended the selected supplemental attendance program. Supplemental Attendance Data (ATD) records with time (ATD.TM) >= 1 minute will count as having attended the program for that day.


NM - name of the school that provided the supplemental attendance program. 

CDS - County, District, State code of the school

CID - student State ID 

RegAtt - the number of days the student was present in the school. This value is the summation of the Days Present field in the Attendance History Summary table (AHS.PR)  for the school year that have the selected attendance program values. 

SuppAtt - count of ATD records for the selected program where TM >= 1. CDE defines this program as: Number of days student attended ASSETs program. Please contact CDE for questions regarding how to identify which programs meet this criteria. 


ID - student ID number. Included for data validation purposes.

LN - student last name. Included for data validation purposes.

FN - student first name. Included for data validation purposes.

MN - student middle name. Included for data validation purposes.

PR - the selected Supplemental Attendance Program. Included for data validation purposes.

SC - school code. Included for data validation purposes.




Once the Supplemental Attendance Report (CCLC/ASES and ASSETs) has been reviewed and verified, the data in columns A - E will need to be copied into the template provided by CDE.


From CDE's website  http://www.cde.ca.gov/ls/ba/as/  navigate to the Annual Outcome-Based Data Report for Evaluation and Continuous Quality Improvement page for the ASSETs programs. Download the spreadsheet template that CDE provides and save it to your computer. 


On the Supplemental Attendance Report (CCLC/ASES and ASSETs) spreadsheet, select the data in columns A - E (NM - SuppAtt). Right click in the selected cells and click on Copy.



NOTE: Do not copy the header record.



Open the assetstevaltemplate.xls template provded by CDE. On the 1. Outcome Data tab right click in the empty data cell in column A and select Paste




The data from the Supplemental Attendance Report (CCLC/ASES and ASSETs) is now populated in the template. Review CDE's directions on what other information needs to be populated in the template, the naming convention to be used when saving the template, and how to upload the template to CDE.