Iowa's 21CCLC network has three active committees, focused on Evaluation, Outreach, and Practice Support.

Evaluation Committee

Evaluation and Data Collection

This committee provides insight on state evaluation and resources around evaluation for programs. The committee reviews the annual Statewide Afterschool Report and provides input each fall on the statewide survey for local 21CCLC programs.

Evaluation Committee Information

The Iowa 21CCLC Evaluation Committee began to meet on a quarterly basis on Wednesday, October 8, 2014.

2015 dates:
Wednesday, July 8, 2015.

All meetings via conference call from 9:00-10:30 AM. Call-in: 1-800-444-2801; passcode 2895301.

April 8, 2015 Evaluation Committee Meeting Notes
January 13, 2015 Evaluation Committee Meeting Notes
October 8, 2014 Evaluation Committee Meeting Notes
Local Evaluation Guidelines

April 2014 Evaluation Committee Meeting Notes

21CCLC Statewide Evaluation Reports

Each year, the Iowa Department of Education prepares a statewide evaluation report on afterschool in Iowa, in conjunction with the Iowa Afterschool Alliance, 21st Century Community Learning Centers, and Educational Resource Management Solutions.
2014 Statewide Survey Results

2013 Statewide Survey Results

2014 Iowa 21CCLC Infographic Summary of Program
2013 Iowa 21CCLC Infographic Summary of Program
2012 Iowa 21CCLC Infographic Summary of Program
2014 21CCLC Statewide Evaluation Report Released March 10, 2015
2013 21CCLC Statewide Evaluation Report Released February 21, 2014
2012 21CCLC Statewide Evaluation Report Released March 26, 2013

Note: ALL grantees are required to have a local evaluation. You should provide the previous school year data and your evaluator may need to work in the Spring and Summer to finish your evaluation by OCTOBER 1, 2013. You should email your evaluation to state evaluator Rusty Sinclair at Education Resource Management Solutions (ERMS) and copy Vic Jaras at

Data Collection
Federal Data Reporting Tool (full information to be released
in late summer of 2015).
Due: Early November each Year
  • This is the federal data collection system administered online.
  • Tim Glenn of the Iowa Department of Education will email federal data reporting tool information to grantees.
  • Data includes feeder schools, sites, student demographics, and activity details.
Statewide Evaluation Survey
Due: Late November each Year
  • This is Iowa’s state-level data collection. It is administered online.
  • A link will be emailed to each program in September-October each year by the Iowa Afterschool Alliance.
  • Data collected includes transportation, meals, and staff qualifications.
Local Evaluation Report
Due: October 1 of each Year
  • Guidelines for your local evaluation reports are available below.
  • The report should be emailed to ERMS at Vic Jaras should be copied on the email at
  • Your local report should be posted to your program website when it is finalized. The link to the posted report should be emailed to the IAA at

February 23, 2012 Evaluation Best Practices Webinar recording and resources available on the Best Practices Webinars page.

PPICS Overview of Data Requirements (Please note: This information is outdated, as of late fall 2014, when the PPICS system was phased out. The document is archived here for historical information).

PPICS Presentation Materials from Impact After School Conference April 25-26, 2013

Updated FERPA Guidelines - 12/1/11
There are no significant changes regarding for what purposes the data can be used. In both the old and new FERPA regulations, the data can be used only for “audit or evaluation, or any compliance or enforcement activity in connection with Federal legal requirements that relate to these programs.” HOWEVER, the new guidance from the Department of Education does make significant changes to who is allowed to share information.

The new guidance rescinds this restrictive interpretation. It defines an authorized representative as “any entity or individual designated by a State or local educational authority or an agency headed by an official listed in §99.31(a)(3) who is involved in Federal- or State-supported education programs.”

The Forum for Youth Investment has developed a great document summarizing the changes:
For a full copy of the new guidelines, visit the following link:

PPICS Calendar:
PPICS Video Tutorials:
PPICS User Guides:
PPICS Definitions:

From Brenda Hervey, Beyond the Bell (Sioux City):
I send the surveys for all students to their respective day school teachers and attach a cover letter explaining the need for information. Our staff personally follow up on every student survey, and we work hard to get a 100% return rate. If there are teachers who do not return the surveys for their students, I usually ask for help from the Principal to ensure compliance. We use a web based data collection system (Cayen’s Academic Plus) that has the survey built into it. We can enter each child’s survey results and can generate reports from there.
The letter BTB uses to communicate to teachers about the survey:

From Becky Morton, Storm Lake Tornado Learning Club:
I first send teachers out an email indicating that they will be receiving a survey to complete on their students who attend the after school program. I let them know that the survey is required of the grant and needs to be completed by a certain date. I then distribute the surveys with a note indicating the date the survey needs to be submitted and a huge thanks for their time.

Ashley Becker, Starmont 21CCLC says: followed the same process as Becky pretty much! I thought that maybe the next time I would offer a"reward" for the first ones turned in(chocolate)! We could easily get a hold of some for free! I did have to chase a few of them down....

From Amy Minteer, Iowa City 21CCLC:
I have also found that it is nice to get them all completed at one time. I fill out all the surveys with the students names and then hand them out at their weekly staff meeting. The Principal gives me about 20/30 minutes and the staff is all prepared because I notify them a week or two prior that I will be collecting this information. It is great to not have to play the wait/search game! And yes, always nice to hand out a thank you treat....

A note from Becca:

(2012-09-17) I just contacted our AYP people asking about the change in assessment tests and how that relates to the proficiency categories. The state of Iowa is now using the National Standard Score to determine proficiency levels, and it makes a difference as to when the student took the exam​. You need to go to to get the chart and use the student's grade level, test taken (reading or mathematics), 2011-2012 score (a three-digit number), and WHEN the test was taken to determine the NP ("Low"), P ("Intermediate"), and A ("High") categories. Compare that category to the one from the previous year (as determined below) for the PPICS data. (end 2012-09-17)

The National Percentile Rank from the statewide assessment used by the district (ITBS or ITED) is used for the Low, Intermediate, and High data tracking. Use the Reading Total and the Math Total and, for each, translate the percentiles to the following:

Rank in range 1—40 = “Low”
Rank in range 41—90 = “Intermediate”
Rank in range 91—99 = “High”

You then count the number of students who went to a lower category, stayed in the same category, or went to a higher category from last year to this year. Note that you have to have both years in order to make this determination.

If FERPA rules present a barrier to data sharing, see if you can get the Low / Intermediate / High placements and go from there.


Good example from STARS (Cedar Rapids) of using evaluation data for communication materials:

Youth survey: "Are you a 'science person'?"
Informal Science Evaluation Framework
Iowa Department of Education FERPA (Family and Educational Rights and Privacy Act) Technical Overview

Stakeholder Survey From St. Mark

Outreach Committee

Outreach & Communication Strategies

This committee plans and assists with outreach completed regionally regarding 21CCLC activities and communication, which includes policy and advocacy. This committee will assist with regional roundtables/forums and the development of an Iowa Afterschool Alliance statewide directory of information for programs. This committee also focuses on family engagement.

The Iowa 21CCLC Outreach Committee will meet quarterly beginning Wednesday, September 10 from 9:00-10:30AM. Additional dates: Wednesday, December 17, 2014; Wednesday, March 25, 2015; and Wednesday, June 10, 2015. All meetings will be via conference call from 9:00-10:30AM. Call-in: 1-800-444-2801external image call_skype_logo.png1-800-444-2801; passcode 2895301.

December 17, 2014 Meeting Notes:

September 10, 2014 Meeting Notes:

A great example of one program's weekly newsletter:

The Governor's Education Blueprint

Dave Welter, Principal at Holmes Jr. High (former 21CCLC) in Cedar Falls, explains how afterschool programs "make learning stick."

Link to the Rural School and Community Trust website:

New Program Summary from S.T.A.R.S. in Cedar Rapids!

Fort Dodge B.L.A.S.T. by the Numbers!

Parent Engagement
Parent Engagement is a critical component to children's and programs' success. Please use this space to find and share resources that build capacity to involve parents!

The topic of our May 2014 Best Practices Webinar was Parent Engagement. Here is the presentation that was given by Sue Renfrow and Michelle Yoder of Parenting Way, Inc.:

Webinar recording.


Parenting Way's website:

More Parent Engagement Resources:
National Center for Families Learning Free Resources:

A research profile from Parents Anonymous showing that evidence supports the Strengthening Families Approach:

Protective Factors Survey Overview:

Protective Factors Survey Checklist:

Resource page for schools and parents:

Program and Services Committee

(Practice Supports)

High-Quality Programs & Services

This committee focuses on best practices, including the Impact After School Conference planning.

The Iowa 21CCLC Practice Support Committee began meeting on a quarterly basis on Wednesday, September 24 from 9:00-10:30AM.

Additional Meeting Dates:
Wednesday, December 3, 2014 - no meeting, communication exchanged via e-mail.
Wednesday, March 4, 2015
Wednesday, June 17, 2015.

All meetings will be via conference call from 9:00-10:30AM. Call-in: 1-800-444-280; passcode 2895301.

March 5, 2015 Committee Meeting Notes:

September 24, 2014 Committee Meeting Notes:


Ricochet, a leadership and service learning program for middle school students through 4H and ISU Extension and Outreach:

Visit Your Library

Most of us have fond memories of making trips to the local library when we were kids. Do you remember sitting with a bunch of books trying to decide which you would choose to leave with that day? Do you recall the grownup feeling you got when you handed the librarian your card to check them out? Times have changed and many people read digital books, but there is still something special about a trip to the library. Give your kids the gift of that special memory and visit the library with them:

Ask a Librarian - Library of Congress
Find a Library Near You
Library of Congress for Teachers
Library of Congress' Classroom Materials
Presidential Libraries and Museums for Teachers
World Digital Library

What’s New on Pinterest

Speaking of the library and the great adventures that can be had when reading, check out our newest “Reading and Writing” board on Pinterest.

Resources on Staffing

From Linn County Extension: Staff Newsletter