APR(Annual Performance Report) Reporting Packet Guide Need Help? Submit “Have a Question” in Kids Care Center

APR Reports What does PPICS stand for? PPICS-Profile and Performance Information Collection System Who will need to report for the SY? 21 CCLC Cohorts 6, 7 & 8 Components of Reporting Grantee Level Reports in Kids Care Center: PPICS Grantee Profile Report (2318) APR Reporting: This report provides the retrieval of grantee profile data for APR reporting. This includes site information, resources, partners, etc. APR Teacher Survey Aggregated Data Report (2257) APR Reporting: Provides the aggregated teacher survey information necessary to complete that section of the APR. This reports the completed surveys for students attending more than 30 days for which teacher survey results have been entered into the DESE Teacher Survey outcome. PPICS Report (2250) APR Reporting: This is the report submitted to DESE that includes all required Federal Reporting for Demographics, program operations, Attendance, activities, staff, grades, and map score reporting. This may be run with or without explanatory information. Site Level Reports in Kids Care Center: APR Teacher Survey Blank Survey (2254) APR Reporting: Creates an excel workbook with tabs for each student of blank forms to submit to teachers to fill out. These results are then inputted into Kids Care Center and are used to compile the aggregate report described below. APR Teacher Survey Aggregated Data Report (2257) APR Reporting: Provides the aggregated teacher survey information necessary to complete that section of the APR. This reports the completed surveys for students attending more than 30 days for which teacher survey results have been entered into the DESE Teacher Survey outcome. MAP State Assessment (KCC Data Entry Requirement) There is not a report to submit to DESE but the data must be entered by 10/31/2015 due date for all regular students (30+ days) from the school year. MAP state assessments results typically are not available to the schools until the fall so you will need to remember to complete this step by 10/31/

PPICS Grantee Profile Report This report is made up of Kids Care Center that Grantees entered throughout the school year. The information comes from the following requirements: Administration Data Requirements(Grant Basic Info) Administration Data Requirements(Grant Partners) Resources Site Mgmt. Data Requirements (Center Prior Info) Site Mgmt. Data Requirements (Center Year-end Info) The next few pages will walk you through each piece of the report and show a screen shot from Kids Care Center showing where the information is located in Kids Care Center. 3

PPICS Grantee Profile Report-Contact info on page 1 of report The contact information shown on page 1 of the PPICS Grantee Profile report is pulled from the main contact information of the grantee. 4 Top of Grantee Profile Report page 1 Kids Care Center Screen Shot Grantee: Missouri Department of Elementary and Secondary Ed Address: 205 Jefferson St. City/State/ZipJefferson City, MO Director:Cindy Heislen Phone: Fax: Website:

PPICS Grantee Profile Report- page 1 of report Administration Data Requirements (Grant Basic Info) Grant Basic Info  From Left Menu: Select Administration  Select the Data Requirements  Click view/enter data link for Grant Basic Info  Enter a description of your grant in the description box.  Next, select all additional funding streams that apply to your grant from the list below.  If you click other, you will be required to provide a description in order to save the information.  Click Save. 5 Section of Grantee Profile Report page 1 under contact information Kids Care Center Screen Shot

PPICS Grantee Profile Report-page 2+ Partner Information  Required input must include what is stated in your approved Grant application. These are the minimum partners/providers that should appear in your program data. However each year, as your program grows towards sustainability, you will gain additional partners which will need to be reflected in this area (i.e., individuals, company/corporations/businesses or entities which may provide services, programming, or trainings to your afterschool program). This information comes from 3 sections in KCC: The 1st section is under Administration/Partner/Providers.  Click on Administration  Click on Partners/Providers  Click on blue link towards center of the screen “Add New Partner/Provider”  Fill out required Partner/Provider Information  Click save when completed The 2 nd section is found under Administration Data Requirements/Grant Partners.  From Left Menu: Select Administration  Select the Data Requirements  Click view/enter data link for Grant Partners  Click Attach New partner  Click in the boxes next to the partners that are part of that grant cohort application.  Click Save. The 3 rd section is found under site mgmt./resources.  Click on Site Mgmt.  Select your site  Click on Resources  Click on blue link “Report Resource Values”  Select Partner/Provider name  Enter in Required information  Click save 6 Top of Grantee Profile Report page 2+ Kids Care Center Screen Shots

PPICS Grantee Profile Report-Centers information After the partner information of the report, Center Year-end Info is reported. Center year End Info  From Left Menu: Select Site Management  Select the Site  Select the Data Requirements  Click View/enter data link for Center Year End Info  An entry form will appear  Complete form  Click Save 7 Kids Care Center Screen Shot Grantee Profile Report

PPICS Grantee Profile Report-Centers information cont.’ After Center Year-End info is reported, center prior info is reported next. Center Prior Info  From Left Menu: Select Site Management  Select the Site  Select the Data Requirements  Click View/enter data link for Center Prior Info  An entry form will appear  Complete form  Click Save 8 Kids Care Center Screen Shot Grantee Profile Report

APR Teacher Survey Aggregated Data Report This report is made up of Kids Care Center data reported. The information pulls from the following report and entry: APR Teacher Survey Blank Survey Mass entry under Student Management/DESE Teacher Surveys The next few pages will walk you through each piece of the report process and show a screen shot from Kids Care Center. 9

1 st Step to Complete APR Teacher Survey Aggregate Data Report Run APR DESE Teacher Survey Blank Survey Forms Report  Click on Report  Select APR Teacher Survey Blank Survey Forms report  When the Box appears: select criteria  Click Submit  Select Excel or Browser  When Report appears you will notice tabs at the bottom for each student matching your criteria. Note: Each tab represents an individual survey with the student’s name, site, grade level, and attendance days on the form. Must be distributed to 1 daytime teacher per student. To print all surveys:  Select File  Select Print  In the dialog box, Select Entire workbook radio button  Click OK 10 Kids Care Center Screen Shot

2 nd Step to Complete APR Teacher Survey Aggregate Data Report Enter DESE Teacher Surveys in Kids Care Center  Setup for Mass Entry  Click on Student Mgmt.  Click on Batch Data Entry  Scroll down to the bottom of the page and Click on the blue link “select” next to DESE Teacher Survey Note: Make sure the you are on the current school year  Click on the blue link “Add DESE Teacher Survey  After you have clicked on the blue link, the next screen will ask you to confirm the school year/Click save  Setup of Student Outcome List  Select students from the left hand list of names and move them over to the right hand list/click save Note: To meet DESE requirements, you must report on all students who attended your program 30 or more days  Once you have setup your student outcome list you may now enter your Teacher Surveys  Click save 11 Kids Care Center Screen Shots

Last Step to Complete APR Teacher Survey Aggregate Data Report Run Report  Click on Report  Select APR Teacher Survey Aggregate Data Report  When the Box appears: select criteria  click submit  Select Excel or Browser 12 Kids Care Center Screen Shots

PPICS Report This report is made up of Kids Care Center data reported. The information pulls from the following entry: Site Mgmt. Outcomes (Free/Reduced Lunch, Limited English, Special Needs, DESE Demographics, Weeks and Days of Operation, Hours of Operation) Personnel Mgmt./Staff Information Sheets Data entry all year concerning Attendance, activities, student demographics Pre/Post Grades The next few pages will walk you through the most trouble spots of the report and show screen shots from Kids Care Center as to where the information comes from. 13

PPICS Report—Pages 1 & 2 The first 2 pages of the PPICS report reflect Hours of Operation and Weeks and Days of Operation. These two items can be found under site mgmt./outcomes. Outcomes  Click on Site Mgmt.  Click on “Outcomes”  Click on View Details/Edit for each outcome on the list  Click Save 14 Pieces of PPICS Report Kids Care Center Screen Shot

PPICS Report--Page 3 Page 3 of your PPICS Report reflects Staff information sheets entered in Kids Care Center under Personnel Mgmt.(Top part of report clip). Enter Staff  Click on Personnel Mgmt.  Click on blue link “Add New Personnel”  Fill out required information  Click save Enter Staff Information Sheet  Click on staff member name  Click on “Staff information sheet” from the left hand menu Note: You must click on the staff members name before the staff information sheet option pops up on the left hand menu.  Click on the blue link to the far right of the screen that reads “New Entry”  After you have selected “New Entry”, the top of the next screen should have the current school year, your reporting period should read “annual” and the site where the specific staff member participates, should be selected  Fill out the required information  Click Save Also, reflects Site Yearly Demographics entered under site mgmt./outcomes(located on the bottom of report clip). Outcomes  Click on Site Mgmt.  Click on “Outcomes”  Click on View Details/Edit for each outcome on the list  Click Save 15 Clip of PPICS Report Kids Care Center Screen Shot

PPICS Report—Pages 5 & 6 These pages are made up of student enrollment and attendance records recorded into Kids Care Center. 16 Pieces of PPICS Report

PPICS Report—page 7 Page 7 of the PPICS report reflect Limited English Proficiency, Free or Reduced Price Lunch Eligibility, and Special Needs or Disabilities. These 3 areas can be found under site mgmt./outcomes. Outcomes  Click on Site Mgmt.  Click on “Outcomes”  Click on View Details/Edit for each outcome on the list  Click Save Common mistake found—regular attendee spot not updated in the spring. According to the Kids Care Center Due Date document, outcomes are entered in the fall. It is not instructed to update in the spring, but this must happen to make sure your report is correct. 17 Kids Care Center Screen Shot Pieces of PPICS Report

PPICS Report—page 8 This page is made up of student enrollment and attendance records recorded into Kids Care Center. 18 Piece of PPICS Report

PPICS Report—pages 9 & 10 Pages 9 and 10 of the PPICS Report are pulled from activity set up in Kids Care Center. Notice: The left column of the report follows the activities by category drop down menu under activities set up. 19 Piece of PPICS Report Kids Care Center Screen Shot

PPICS Report—pages 11 & 12 Pages 11 and 12 of the PPICS Report are pulled from activity set up in Kids Care Center. Notice: The left column of the report follows the activities by student populations targeted drop down menu under activities set up. 20 Kids Care Center Screen Shot Piece of PPICS Report

PPICS Report—pages 13 & 14 Pages 13 and 14 of the PPICS Report are pulled from activity set up in Kids Care Center. Notice: The left column of the report follows the activities by subject area drop down menu under activities set up. 21 Kids Care Center Screen Shot Piece of PPICS Report

PPICS Report pages Pages cover the same information for summer as pages of this document. 22

PPICS Report—Pages 20 & 21 The last 2 pages of the PPICS report is pulled from pre/post Reading and Math grades entered into Kids Care Center. Entering Pre/Post Grades in Kids Care Center  Setup for Mass Entry  Click on Student Mgmt.  Click on Batch Data Entry  Scroll down to the bottom of the page and Click on the blue link “select” next to DESE pre/post grades  Click on the blue link “Add DESE Pre/Post Grades Data  After you have clicked on the blue link, the next screen will ask you to confirm the school year/Click save  Setup of Student Outcome List  Select students from the left hand list of names and move them over to the right hand list/click save Note: To meet DESE requirements, you must report on all students who attended your program 30 or more days  Once you have setup your student outcome list you may now enter your Pre/Post reading, math and science grades/click save 23 Kids Care Center Screen Shot Piece of PPICS Report

MAP State Assessment (KCC Data Entry Requirement) MAP scores are due for entry in the Fall. You should have received data checks from Angela Mobley, letting you know if this has been completed or not. Entering MAP scores in Kids Care Center  Click on Student Mgmt.  Click on Batch Data Entry  Scroll down to the bottom of the page and Click on the blue link “select” next to DESE MAP Math/Comm Note: Make sure the you are on the correct school year  Click on the blue link “Add DESE MAP Math/Comm Data  After you have clicked on the blue link, the next screen will ask you to confirm the school year/Click save  Select students from the left hand list of names and move them over to the right hand list/click save Note: To meet DESE requirements, you must report on all students who attended your program 30 or more days  Once you have setup your student outcome list you may now enter your MAP reading and math scores/click save 24 Message sent from DESE Kids Care Center screen shot Once your school has received the MAP results in Fall 2015, you will need to report the MAP results in reading/language and Math for your students who attended 30 days or more in School year Follow these directions step-by-step: 1.Determine which students attended 30 days or more for each site during the school year. To do this run the Student attendance summary report (#2312) or the Academic Data Status Entry Report—Map Scores (2275). 2.For those attending 30 days or more you will need to enter those scores under the MAP Score outcome under batch data entry.—Full instructions are on the left of this page. 3.Data entry for MAP scores must be completed by 10/31/ There is no report that you need to run and submit to DESE for the MAP scores. DSES will run reports to determine compliance with entry.