How to Run a Successful Summer Learning Program

    

Out-of-school time programs provide incredible value to our communities and those within them, especially for working parents in need of an affordable, safe solution for their children in the summer months. These programs go above and beyond the typical childcare environment, offering opportunities for engagement and a myriad of enrichment opportunities.

There is no doubt that these programs serve their communities during the school year, but such programs are equally as valuable during the summer months when a safe and supervised environment can provide parents with peace of mind and help students to combat the “summer slide.”

That’s why, when starting a new program or an after-school program opens their doors for the summer, program offerings, administrative success, and financial sustainability become the primary priorities. Without these sound infrastructures in place, these programs might cease to exist leaving many hard-working parents without safe supervision and additional enrichment opportunities for their students in the summer months.

We have shared some helpful tips to help get summer program administrators started on the path to developing a sustainable out of school time program, so that students may continue to thrive outside the classroom throughout the year.

Summer Learning Program Checklist

There are many variables that contribute to the success of your program. Consider these items as you begin to research the possibility of launching a summer program in your community.

  • Secure Funding
  • Select Your Program Offerings
  • Choose a Location
  • Administrative Management
  • Staff Your Program
  • Reporting

Secure Funding

To get your summer learning program off the ground, you will need funding. These programs are often low-cost to the benefit of the families that utilize them, and additional funding allows program administrators to fill in the financial gaps. While securing funding might seem like a daunting task, it is comforting to know that there are a multitude of avenues to pursue. Funding can come from private donations, government resources on the national, state and local levels, as well as from grants. You can learn more about your state’s individual funding prerequisites here.

Choose a Location

Another high priority when considering starting a program is choosing –– and securing –– a location. If you’re an educator or school administrator, you may be able to use designated spaces within your own school. Community centers or local recreation facilities are other viable options. While in the process of selecting a location, explore your personal network; someone you know tangentially might have access to a space that suits your program needs.

Staff Your Program

Staffing your program can be one of the most challenging items on your summer program checklist. Luckily, the summer months provide some flexibility, especially for teachers on summer break open to supplemental income opportunities. Additionally, community volunteers, older high school and college students, and stay-at-home parents with students in the program can provide additional assistance.

Select Your Program OfferingsKeeping Your Lights On When Your 21CCLC Funding Ends Ebook Link

There are many kinds of summer programs. Selecting your niche offerings are integral to the success of your program. What kind of activities will take place during your program? Will these activities lean towards academia –– i.e., math-focused games, or a reading center? Or, will your offerings be strictly enrichment activities–– focused more on physical activity, music, or art? Your decision should carefully consider the skills of your staff and the cost of materials per offering type, as well as how best to serve the community in which you are located.

Administrative Management

After you get your program started, keeping it running smoothly can be challenging. Various administrative tasks are essential to the general organization of your program. These tasks range from ordering supplies to maintaining attendance records. Some of the more precarious financial administrative work, like collecting payment from parents and running payroll, can be particularly challenging as a first-time summer program administrator. Be sure to have a plan and processes in place before opening your doors and test all systems beforehand, especially those relating to cash handling.

Reporting

Reporting is one of the most essential parts of running a summer program, especially if you receive government funding or grants. Reporting typically requires you to keep accurate records of program participants (including demographic information), program attendance, program offerings, revenue as well as staff and volunteer counts. Reporting requirements vary from the federal, state, and local levels, so make sure you are familiar with the requirements to ensure you are collecting all the necessary data.

When evaluating whether to begin a summer learning program, there are many variables to consider. If you are prepared to enter into this new endeavor despite the challenges, the experience can be incredibly rewarding, especially when you recognize that your leadership and hard work will positively impact many students and their families.

Phillip Smith

About The Author

Phillip leverages his extensive software and education industry experience to share innovative solutions for many of our valued TransAct customers and partners. As leader of AfterSchool21 and OutOfSchoolTime-Tracker sales, he helps support after-school program administrators in parent pay management and accurate 21APR reporting. Phillip also leads the ActPoint KPI team and the Council of Great City Schools (CGCS) partnership. ActPointKPI supports district and state business leaders nationwide in their efforts to manage costs and drive resources back to where they belong–the classroom.