Assess

Now that you’ve prepared for your CQI cycle, it’s time to use your Club’s data to ASSESS your Club. It’s important to gather as much data as possible for the assessment to be effective. This page will help you gather data about your Club or Youth Center from the following areas:

  • Quality Practice
  • Attendance and Participation
  • Youth Outcomes
  • Youth Experience

Virtual Club CQI

COVID-19 has presented challenges that Clubs, and Youth Centers have never faced before. This makes assessing program quality using a Continuous Quality Improvement (CQI) process for virtual programming much more important. The CQI process helps Clubs build and maintain quality programs. Use the Using Data to Improve the Virtual Club Experience guide to help you navigate continuous quality improvement in the virtual space. Use the Virtual Club Quality Standards to gain insight on key quality components to include based on the type of virtual session offering.

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Using Data to Improve the Virtual Club Experience

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Virtual Quality Standards

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Program Quality

Quality practice data assesses your Club’s use of quality after-school practices such as staff interactions, incorporating youth voice, and creating a youth-centered learning environment. There are a variety of different research validated tools you can use such as the Youth Program Quality Assessment (YPQA), Assessment of Program Practices Tool (APT), New York State Afterschool Network (NYSAN) Program Quality Self-Assessment (QSA) Tool, or local quality standard scales and Quality Mentoring Assessment Path (QMAP) assessment.

The information provided in this section will support the Youth Program Quality Assessment Tool (YPQA). If you are using a different research-validated quality assessment tool please skip this section and go directly to Attendance and Participation.

Youth Program Quality Assessment tool (YPQA)

YPQA is a research-validated tool designed to measure the quality of youth programs and identify staff training needs.

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Youth Program Quality Assessment

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PQA Basics Course

This course walks you through YPQA and helps you record clear objective notes based on your observations. You will also learn how to use your notes to “fit and score” the assessment tool. Before using YPQA, please participate in this YPQA Basics Course.

To access this course please log into Spillett Leadership University (SLU). Go to the search bar in the top left hand corner of the home page and search: PQA Basics. From there you can register for the course and launch it to participate. If you are already logged into SLU please click the link below to be taken directly to the course.

PQA Basics Course

Self vs. External Assessment

The Youth PQA has two methods of administration: Self Assessment and External Assessments. Both play an important role in collecting key program quality data. Use the Self vs. External Assessment document to deepen your understanding of the process.

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Self vs. External Assessment

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PQA Planning for Self-Assessment

These following tips help you recruit your assessment team and develop a plan to conduct self-assessments.

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PQA Self-Assessment Tips

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PQA Planning for Self-Assessment

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Youth PQA Staff Training Materials

Staff should be trained on YPQA before starting the self-assessment. YPQA is designed to help Clubs work as a team to improve practices. Below you will find materials to support a one-hour training on YPQA Basics.

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Introduction to the Youth PQA Agenda

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PPT

YPQA PowerPoint Deck with notes

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EVENT PLAN

Staff Training on Youth Program Quality Assessment

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Self Assessment Start Date

Consensus Meeting

When conducting self-assessments, it is essential to get a variety of staff involved in the process. After staff watch a variety of program activities and all data has been collected, the site leader guides the team in scoring a single, Club -wide PQA. This scoring process can last three hours or more and may be divided among several shorter meetings. During the scoring meetings, the team will pool and review all anecdotal records and go through the PQA item by item, selecting an anecdote, and agreeing on a score for each. The Consensus meeting Agenda and Power Point Deck will guide you through that process.

Consensus Meeting "How To" Video
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Consensus Meeting Facilitators Guide

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PPT

Consensus Meeting Power Point Slide Deck

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EVENT PLAN

Consensus Meeting

Scores Reporter

This online database lets you enter, store and compare YPQA data over time, which helps you track your Club or Youth Center’s progress.

To get access to Scores Reporter, complete the Scores Reporter Request Form. Download the Scores Reporter FAQ for more information on this process.

Scores Reporter Tutorial Videos

Below are a series of videos to help you navigate Scores Reporter. The videos walk you through entering data for YPQA, accessing saved YPQA’s and running reports.

New Self-Assessment Entry (Site Level)
How to Navigate Index
How to Save a Self-Assessment Entry
How to Locate Saved Entries
Create a Self-Assessment Report
Reviewing Data

Attendance Participation

Attendance and participation data is any information that tells you who is coming to your Club and how often. Examples include, attendance logs or database tracking of attendance, program participation, and demographic information.

EVENT PLAN

Gather Attendance & Participation Data

Youth Outcomes

Youth Outcomes data reflects information Clubs collect to measure the success of key program indicators, such as school attendance, literacy measures, learned skills etc. Examples of tools that measure Youth Outcomes are the NYOI: Academic Success, Good Character & Citizenship and Healthy Lifestyles measures, Youth Risk Behavior Survey (YRBS), academic information from schools, social-emotional learning measures, Survey of Academic and Youth Outcomes- Youth Survey (SAYO-Y), Survey of Academic and Youth Outcomes- Staff Survey (SAYO-S), program pre/post-tests, etc.

NYOI Outcome Report: Good Character Outcomes
NYOI Outcomes Report: Healthy Lifestyles
NYOI Outcome Report: Social Emotional Outcomes

Club Experiences

Club experience data represents information that speaks to how participants, members, parents and other stakeholders experience your Club and the programs and activities within it. Examples are NYOI Club Experience data, Pulse Checks, program surveys, focus groups, parent surveys, Survey of Academic and Youth Outcomes- Youth Survey (SAYO-Y), etc.

NYOI Member Survey Overview

Pulse Check Guide

This guide explains how to collect real-time feedback about your Club Experience. It shows you how to conduct quick, easy and inexpensive pulse checks. Do these in between annual administrations of the NYOI surveys.

We suggest using listening sessions and parent surveys for pulse checks. Listening sessions provide a safe environment for members to express excitement, concerns and make recommendations. Parent surveys give you information about parents’ needs and interests, along with their feelings about their child’s Club Experience.

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Pulse Check Guide

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Now that you have completed the ASSESS phase, it’s time to move to PLAN.