Supporting TUPE Local Program Continuous Improvement

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• CHUNXIA WANG, Ph.D.

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Housekeeping

• Feel free to submit questions; Q&A will be covered at the end of today’s session.
• Today’s session and slides will be posted to TUPE GEMS' Resources.

Why does TUPE expect periodic self-assessment?

• Program continuous improvement

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2026 TUPE Program Evaluation Results

• TUPE provides direct services to 1.5 millions students, as well as their school support staff and families.

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• Students in TUPE-funded schools were 20% less likely to use tobacco overall and 23% less likely to vape, compared with students in non-TUPE-funded schools.

How could TUPE deliver such results:

• Program planned appropriately
• Program implemented
• Services reached targeted audience, students, staff, parents and communities
• Service implementation challenges and solutions identified
• Best practices identified and promoted

What issues did TUPE encountered? (1)

Limited Staffing

What issues did TUPE encountered? (2)

Funding Shortage:

Prop 56 funding dropped from 24 millions in 2018 to 11 millions in 2025

How does TUPE state program manage it?

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• TUPE GEMS
• Services
• Student reach
• Program challenges and best practices

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• Communication channels fully utilized:
• Annual meetings
• Monthly sync up meetings
• Communication via TUPE inboxes
• Ongoing individual consultations
• Webinars and Panel discussions

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TUPE STARS

• TUPE STARS Expansion:
• 30 Grantees, 137 districts, across all 11 regions in CA
• Fellow grantees offer on-boarding experience sharing support
• TUPE STARS will continue to be available to ALL
• https://tupegems.ucsd.edu/STARS

How can TUPE STARS help?

Best practices for service tracking and reporting

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DEEPTI AGARWAL, PH.D.

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Takeaways

• Implementation, data recording, management and reporting best practices using STARS as example
• The goal of this webinar is to help you monitor service implementation, track, and avoid pitfalls while reporting
• How to use the STARS system for data efficiency
• Prepare data for progress reporting

Why collect data?

• As part of TUPE, evaluation and progress reporting are required
• Look at the bigger picture
• Make timely pivots
• Keeping good records starts with you

Grant management & data tracking cycle

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How can STARS help you?

• Tracking data efficiently
• Monitor data with dashboards
• Enter data efficiency--you can use your phones!
• Data compiling
• Periodic review of schools/districts progress by site and by service
• Data compiling for Annual Progress Report
• Trainings/Support
• Trainings and support available to programs
• Capacity building
• Data entry access management
• Service/Activity name management
• Site management

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Data Recording- Implementation

• Set up your tracking structure
• Centralized v/s decentralized tracking
• Timely recording; once a month ideally
• Secure data storage and institutional memory
• Train site coordinators
• Compile data across multiple sites/districts
• Validate data for progress reporting
• Take annual stock of who has access to the recording system/data
• Utilize TA for questions

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Sample data collection & reporting & personnel structure; example 1

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Tupe/Consortia Coordinator

1. Designates district coordinators for data entry
2. Sets up a tracking system
3. Trainings & problem solving
4. Review & monthly check ins

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District Coordinator

1. Well connected to the site coordinators
2. Records activity data from each school site

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Sample data collection & reporting & personnel structure; example 2

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Tupe/Consortia Coordinator

1. Designates district coordinators for data entry
2. Sets up a tracking system
3. Trainings & problem solving
4. Review & monthly check ins

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District Coordinator

1. Well connected to the site coordinators
2. Trains site coordinators/teachers
3. Monthly meetings/check in with site coordinators
4. Reviews data

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Site Coordinator/Teacher

1. Records school data monthly
2. Meets with district coordinators

Data recording v/s data reporting

• Data recording involves accurately capturing, organizing, and storing data.

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• While data reporting transforms this data into usable format for insights, progress reporting, etc.

Data recording pitfalls to avoid:� validate, validate, validate!

• Typos
• Missing data
• Validate data (eg reach)
• Check for accuracy of the data entered
• Compare enrollment data for each grade within a school to approximate reach
• Check for outliers or deviations from the norm

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• Examine notes/trends in reach

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Analysis & Reporting/Inference

• Consolidate findings from multiple districts
• Observe changes in trends over time; upward or downward movements.

Consequences of poor data practices

• Misrepresentation
• Wasted resources
• Missed opportunities for program improvement
• Poor staff/stakeholder confidence

Questions

Resources/Questions

TUPE questions:

tupe@cde.ca.gov

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STARS Resources Page:

https://tupegems.ucsd.edu/alexpress

*existing users/peer programs are willing to connect and answer questions!!

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STARS Support/Questions:

tupeucsdeval@gmail.com or d2agarwal@health.ucsd.edu

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�Need program evaluation consultation?� �

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Dr. Chunxia Wang: cwang@cde.ca.gov

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Dr. Deepti Agarwal: d2agarwal@health.ucsd.edu

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