Site Visit Protocols

Information For Observation Worksheet

  1. Subgrant/Project Name
  2. Date of Visit
  3. Name/Location
  4. Address
  5. Site Coordinator’s Name
  6. Days and Hours of Operation
  7. School
    1. Start Date
    2. End Date
    3. Overall School Enrollment
  1. 21CCLC Site
    1. Start Date (Anticipated)
    2. End Date (Anticipated)
    3. Grades Served by 21CCLC
    4. 21CCLC Student Attendance to Date
    5. Average Daily Attendance
      1. Before School
      2. After School
      3. Weekend
    6. Actual Hours of Student Impact *Student Impact hours are those operational hours where the MAJORITY of participating students are present to receive funded program services.
    7. Average Student/Staff Ratio
      1. Academic Classes
      2. Recreation/Enrichment Classes

Site Visit Observation Protocols

To be provided in advance to Site Coordinator by Project Director

Required Documents

  1. Completed Site Visit Worksheets for each 21CCLC Center being visited
  2. Master schedule (time and activities for each 21CCLC Center being visited)
  3. Daily schedule of activities for each 21CCLC Center being visited
  4. Site map (location where all activities take place and where equipment is stored)
  5. Emergency Readiness Plan and evidence of training and safety drills

Site Coordinator Interview Questions

Questions to be answered by the site coordinators from their perspective and role. Project director will be present in the interview as support, but not answering questions.

  1. What activities are offered to students (Describe the daily schedule of activities)?
  2. How are the activities aligned to the school day instructional program?
  3. How is the program assisting the school(s) with their continuous improvement efforts?
  4. What types of communication does the program have with the school(s) from which students are attending during the regular school day?
  5. How is data being used to guide program instruction, activities, and offerings?
  6. What evidence of increased learning and attendance have you seen as a result of the 21st century programs?
  7. What programs or strategies have been most successful in engaging students?
  8. What family engagement activities have taken place so far and what others will be provided this year? How many participants attended?
  9. How do you ensure that all expenditures align with program goals, are reasonable, necessary, and allowable?
  10. How might the project director, CEO office, or other state offices support your efforts?

Areas of Observation

In addition to the information collected above, site visit team members will be making site-specific observations about the operation of the 21CCLC program during the course of their site visits. To better prepare for these site visits, please consider the following list of general areas where team members will be making observations:

  1. Safety/environment (e.g., clean and safe environment, clear safety procedures and schedules);
  2. Site operation (e.g., transition between activities);
  3. Activities provided to students (e.g., focus, variety, availability);
  4. Curriculum (e.g., curriculum guides, lesson plans, instructional materials) and instructional practices;
  5. Staffing (e.g., student: staff ratio, staff efficacy & training, use of volunteers);
  6. Adequacy/effectiveness of communication among staff, administrators, parents, and students;
  7. Participation/engagement (e.g., on-task students, active teachers);
  8. Site-specific data collection (please be prepared to show the team your data collection processes)

Programs and sites are welcome to provide any information to the visiting team that would aid in addressing the above areas and/or indicate the effectiveness of the site.