Funding is always top-of-mind for program directors and managers, and for good reason: without funding, there can be no program to direct or manage. Though it’s usually the exception rather than the rule, after school programs do sometimes lose a major source of funding.

When this happens, some after school programs are forced to shut their doors and suspend service to their communities. This is often because some programs will rely too heavily on federal funding, leaving them with nothing to sustain them. Though many programs get about 30% of their funding through the 21CCLC grant, the most prepared programs know that funding could be lost at some point in the future. To avoid this, the best programs employ a financial strategy that helps them stay consistently funded.

Here’s how to maintain your program after losing funding from grants, and how to best prepare your after-school program to avoid this in the future.

React, then pro-act

When unexpected funding cuts do happen, a good initial step is to cut your program offerings to the bare minimum. It’s not ideal, and best reserved for a worst-case scenario, but this may include reducing the number of educators, students, and support staff, including administrative employees. This can help cut down on overhead costs and may be the action that keeps your program from shutting down completely. Requesting help from volunteers from within the community can help bridge the gap in staff members, and help your program continue to run uninterrupted.

Stay proactive to avoid having to do this in the future and set your program up for improved future success. Plan for the future by assuming funding will be lost again, and moving to a more diverse funding model — ensuring that losing one grant will not shut your program down completely.

Diversify funding sources

There are sources of funding other than the specific 21CCLC grant, and if the requirements for these grants are met, it can help reinvigorate your after-school program, and even possibly elevate it to a higher level with more offerings and student openings.

Additionally, many after school programs have found success by partnering with their communities to help maintain or increase funding, thereby allowing them to continue to serve and educate students. This can be done through fundraisers, individual donors, or business sponsorships, all of which have helped after school programs and continue to do so.

Networking is still invaluable for program directors (and many other professionals) even in these days of heavy social media usage. Program directors sometimes find support from unlikely sources in their communities. Becoming familiar with members of local government can also be helpful, as these folks understand the value of after school programs in their communities better than the average citizen.

Streamline data reporting

For programs that have already cut back on their staff, there may be fewer man hours available for duties perceived as less valuable, such as the way data is managed. However, accurately compiling and reporting data on the 21st CCLC Annual Performance Report (21APR) will play a large role in future program funding.

For this reason, it’s important to maintain the most accurate records and data. When it comes time to apply for new grants and funding, this data will be imperative to those who decide how much money to award to each program. Data management software programs exist to help ease the burden of reporting and can help maintain funding in perpetuity.

For more information about our after school data management software, contact us to request a demo.