The CDE Expanded Learning Division (EXLD) shared a second reminder that the 2024–25 Annual Outcome-Based for Evaluation and Continuous Quality Improvement (CQI) Report is now open for submission. 

The 2024–25 Annual Outcome-Based Data for Evaluation and CQI Report is due Tuesday, September 30th, 2025. 

Please read the full content of this email, as it contains important instructions for submitting this report. Please ensure all contacts are current in the After School Support and Information System (ASSIST).

The 2024–25 Annual Outcome-Based Data for Evaluation and CQI Report is a grant requirement for the After School Education and Safety (ASES) Program, the 21st Century Community Learning Centers (CCLC) Program, and the 21st Century High School After School Safety and Enrichment for Teens (ASSETs) Program. Failure to report this data will lead to grant termination per California Education Code Section 8483.7(a)(1)(G). 

The Excel workbooks used to complete these reports are attached to this email. One workbook is for 21st CCLC and ASES elementary/middle programs (2024–25 ASPEVAL); the other workbook is for high school ASSETs programs (2024–25 ASSETs). Each workbook includes two tabs for data input:

1. Outcome Data for Evaluation
2. Continuous Quality Improvement

What’s new this year? 

• No new changes.

Recap of last year’s changes 

• The Annual Evaluations & CQI Frequently Asked Questions was updated to include guidance regarding Expanded Learning Opportunities Program (ELO-P) funded programs (General Reporting #9).
  • As a reminder, access to ELO-P is not equivalent to ASES/21st CCLC daily attendance.
  • Attendance from programs solely funded under ELO-P will not be accepted in this report.
  • For more information, please visit the FAQs page: Annual Evaluation & CQI Frequently Asked Questions – Expanded Learning (CA Dept of Education)

How to Submit your Report 

Just a reminder, the report is not submitted via ASSIST (Grant Management Database system). 

The attached Excel templates require statewide student identifier numbers. To protect student-level personally identifiable information, you must use the following California Department of Education’s exFiles process to ensure your data is secure (please do not submit the reports via email).

The instructions for submitting the file are listed below; please be mindful of each step that requires a unique password.

• Access the exFiles Transfer System to securely upload your report (ExFiles Transfer System): ExFiles Link

1. The screenshot below is where you will enter the Project Code: ELDfile and click the Submit Code button.  

 

 

 

 

 

 

2. The screenshot below is where you will enter the Upload/Download Password: 1UpInfoELD, and click the Submit Password button.

 

 

 

 

 

 

 

3. In the File Encryption Password field below, please clear/delete the characters that may pre-populated. 

 

 

 

4. Under File Encryption Type, open the drop‑down and select Advanced. This is required to ensure the file is properly encrypted.

5. For the File Encryption Password, please type aspa1234 (case sensitive). 

• The Expanded Learning Division (EXLD) staff use the same File Encryption Password to download the report. 

6. Under the File to Upload section, click the Choose File button and select your completed Excel data file.  

• Prior to uploading your Excel data file, please use the following naming convention for your file: 
  • [Grantee Name] 2024–25 ASPEVAL or [Grantee Name] 2024–25  ASSETs (ex. XYZ Unified 2024–25 ASPEVAL or XYZ Unified 2024–25 ASSETs). 

7. In the Description field, please enter the uploader’s name and email address. 

• EXLD uses the name and email to contact the person uploading the report(s) if there are any issues with the report.
  • If uploading multiple reports, the File Encryption Password must be resubmitted each time, prior to clicking the “Upload Files” button. 

Click the Upload Files button. 

Note: If a message “File to Upload file name required” appears, click Choose File, select the file again, and click Upload Files.  

This concludes the file uploading process. 

Resources

Before preparing your report, please review the following resources: 

• Annual Evaluation and CQI Frequently Asked Questions web page.
• ASPEVAL and ASSETs Instructions.
• California Department of Education Quality Standards for Expanded Learning in California hosted on the California AfterSchool Network website.
• California Department of Education CQI Guidance for a Quality Improvement Process web page.
• Engaging in a Program Quality Improvement Process for Expanded Learning Programs webinar hosted on YouTube.

If you have questions regarding this subject, please contact the Help Desk by email at aspeval@cde.ca.gov. 

 

Expanded Learning Division
California Department of Education