After School InitiativeTools to Start and Run After School ProgramsThis section includes documents and descriptions from real after school programs around the Bay Area. These samples should provide a wealth of ideas about how to design local after school programs. However, these examples will need to be modified to fit each community’s specific parameters. BudgetsThe following sample budgets reflect possible costs of personnel, materials, and overhead for programs of various sizes. Actual costs of each program will vary based on its organizational and program design. Program Design for Elementary and Middle School After School ProgramsBoth ASES and 21st CCLC* funding requires that programs offer both an academic and an enrichment component every day. The academic component includes activities like tutoring, homework help and assistance in academic content areas. Enrichment includes recreation as well as art, dance, music, theater, cooking/gardening, prevention activities, etc. Program Design for High School After School ProgramsAfter school programs for high school students are different than elementary and middle school programs. In order to be successful, high school programs need to incorporate a variety of activities that are relevant and interesting to students at this age and to provide opportunities for young people to have input and leadership roles within the program.
For other tools to support your program/application planning process, please see the links below. For sample documents from real after school programs around the Bay Area, please see the links below. These will need to be modified to fit each community's specific parameters. Memorandum of Understanding & Contractual AgreementA Memorandum of Understanding (MOU) defines the shared vision, roles and responsibilities of each partner in an after school collaborative. These MOUs, which can be signed with individual partners or a group of partners, are intended to clarify the purpose of the partnership, usually with no exchange of cash or payment for services. A sample MOU is provided below. A Contractual Agreement is formed when an after school programs subcontracts with other organizations for services that the after school program itself is not delivering. A contractual agreement should clearly list the deliverables/scope of services, dates of service, payment amounts not to exceed a certain amount and a schedule of payments related to the services delivered to the program by the contractor. A sample contract is provided below.
Early Release PolicyThe ASES and 21st CCLC elementary and middle school grants require that programs stay open until 6 pm and for a total of at least 15 hours per week. Children may, however, leave the program early under conditions established by the program in advance and in writing. See below for the legislation and for some sample "early release policies." Matching FundsASES funds require applicants to provide matching funds—either in kind or cash— that total 33 percent of the total grant. The Bay Area Partnership encourages applicants to find cash matches for their grants so they can increase the amount of funding they have for programming (the base ASES amount is only $7.50/child per day). Cash matches often provide the most flexibility in designing program elements that meet the needs of your community. Of course, partnerships with other service providers - both non-profit organizations and city agencies - can significantly strengthen staffing and programming and also count towards in-kind match. Sample Job DescriptionsEach position within an after school program needs a job description outlining the position's roles, responsibilities and qualifications. Programs also need job announcements for hiring. For ASES and 21st CCLC funded-programs, the Ed Code requires that staff working directly with students have the minimal qualifications for an instructional aide as determined by the district in which the program is located. A non-profit or city agency working in collaboration with a school district can work with the district to define what those qualifications are and agree on how to demonstrate that staff has the required qualifications. In addition, the Ed Code requires that school site principals approve the after school program site coordinator. Below are sample job descriptions and announcements for various after school jobs, including District Coordinator, Site Coordinator, After School Teacher, and After School Enrichment Teacher. These job descriptions are taken from actual after school programs and are intended as examples only. They are marked as "District" or "Non-District" because these entities have different requirements for job notices and hiring practices. After school programs will need to follow local district, city or organization's personnel policies in developing their own specific job descriptions and announcements.
SurveysSurveys of students and parents can be helpful in figuring out how to structure after school program design and content. Below are some sample surveys to use with parents and/or students.
Partnering with Child Care ProvidersMany of the after school programs funded through ASES and 21st CCLC work on school sites that have fee-based school-age child care programs (CCTR, Latchkey or private programs). The following document summarizes the differences and suggests options for collaboration between these programs.
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