How to keep a 21st CCLC grant

A 21st Century Community Learning Centers (21st CCLC) grant is the largest federal source of money for after-school programs — but it is not awarded once and forgotten. Grants run for three to five years, yet the money is released one year at a time. Your state education agency makes a non-competitive continuation award for each following year only when you show progress toward your goals, submit every required report, and stay in compliance with federal and state rules. Programs that fall behind can face a corrective action plan, extra monitoring, or a reduction or suspension of funds.

If you're planning a program, build the cost and staff time for compliance into your budget from the start. This is what's required to keep the grant year after year.

Annual performance reporting (21APR)

Every grantee reports program data each year through 21APR, the U.S. Department of Education's data collection system. It captures center operations, staffing, partnerships, the activities you offer, and student and family participation. The same data feeds the program's federal GPRA performance measures — the government-wide indicators that, for 21st CCLC, include results such as state assessment performance, school grades, and teacher surveys on student engagement and behavior. States set their own reporting windows and may collect additional data elements, including attendance and staff and student surveys.

An independent local evaluation

Each grantee must contract an independent, qualified third-party evaluator to conduct an external evaluation of the program and submit an evaluation report every year. The point isn't just to satisfy a requirement: the findings are meant to drive continuous improvement, and states look for evidence that you are acting on them.

Serving the right students, the right way

Funding comes with programmatic commitments. You must serve the students you were funded to serve — typically those who attend high-poverty, Title I-eligible schools — and operate the hours and days described in your approved application. You must track student attendance (many states define a "regular attendee" as a student who attends 30 or more days) and provide educational services to families, such as literacy, parenting, or family-engagement events, alongside the services for students.

Fiscal compliance

Grant spending must follow the federal Uniform Guidance (2 CFR Part 200) and the Education Department General Administrative Regulations (EDGAR). In practice that means:

• Allowable costs. Every charge must be reasonable, necessary, and allocable to the grant.
• Supplement, not supplant. 21st CCLC funds must add to — not replace — other federal, state, or local funds the program would otherwise receive.
• Time and effort. Staff paid in whole or part with grant funds must keep documentation supporting the time charged to the grant.
• Record retention. Keep financial and programmatic records (generally three to five years) available for audit and monitoring.
• Equitable services. Where applicable, consult in a timely and meaningful way with nearby non-public schools and provide equitable services to their eligible students.
• Single Audit. An organization that expends $1,000,000 or more in federal funds in a fiscal year must obtain a Single Audit. (The threshold rose from $750,000 to $1,000,000 for fiscal years beginning on or after October 1, 2024.)

Monitoring and continuation

States verify compliance through desk reviews and on-site monitoring visits, and they require a continuation application or budget each year. Continued funding depends on demonstrated progress toward your objectives, complete and on-time reporting, and resolving any monitoring findings. Treat monitoring as routine: keep your records organized year-round so a visit is a confirmation rather than a scramble.

The bottom line

The grantees who keep their funding treat compliance as part of running the program, not a once-a-year fire drill. Assign someone to own reporting and records, line up your independent evaluator early, and keep your spending inside the rules. Your state's 21st CCLC office sets the exact reports, deadlines, and dollar thresholds, so confirm the current requirements with them.

If you're earlier in the process, start with how to start an after-school program and understanding 21st CCLC funding. You can also see 21st CCLC funding and compliance details for each state.

Requirements summarized from U.S. Department of Education 21st CCLC non-regulatory guidance, the 21APR/GPRA implementation guide, and the federal Uniform Guidance (2 CFR Part 200). This is general information, not legal or grant-management advice — confirm current rules with your state education agency.