A Comprehensive Guide to Starting Your After-School Program: From Planning to Funding

Are you or your school looking to start an after-school program but unsure how to secure funding or grants for it?

There are many reasons why after-school programs and activities are important for learners and schools, but that doesn’t make it easier to generate the necessary buy-in, administrative support, or funding.

This post will help you approach the start-up process by covering everything from initial planning and goal setting, to securing funding through grants and other resources, so you can successfully launch and sustain your after-school or summer initiatives.

Initial Planning

The first step you should take when planning an after-school or out-of-school program is to understand the needs of your learners and their parents/guardians. Are they:

• Looking for safe spaces outside of regular class time to learn or play?
• Interested in certain projects and need support to see them through?
• Hoping to connect with other students and/or start-up a club or a team?

It could be any one need or even a combination, which is why it’s important to perform a needs assessment. This could be through surveys, interviews, or reviewing existing data to understand the demand for the program and (this is important for later) showcase the need for it.

Never performed a needs assessment before? The U.S. Department of Education’s Office of Migrant Education has a comprehensive guide that you can emulate as a model — See the Guide

You’ll also want to consider the needs of the larger community. Reach out to community leaders and local organizations wherever and however you can to see if:

• There is a need for a project or program that could have an impact outside of the school.
• There are community or business leaders looking for spaces that would enhance local education.
• More importantly — any interested parties are willing to help out in any way.

Once you’ve gathered your information, you’ll need to define the program’s goals, which should be measurable, attainable, and relevant to the established needs. Consider crafting a “Portrait of a Program Graduate” that lists the skills and attributes learners will attain as a result of the program and tie it to the mission, vision, and desired outcomes. You can put that portrait to work as a cornerstone of your program proposal.

Here are some additional tips, with resources for further reading:

• Consider how you’ll determine the role that assessment will play in measuring student achievement and whether they have reached targeted outcomes.
• Will there be formative assessments? If so, and if there are elements of project-based learning, be sure to consider how you’ll deploy your assessments.
• If you want to get learners involved in their own assessments, look for ways to involve them in the process and build motivation.

The last thing you’ll need to consider before you write anything are the logistics — everything from spacing and staffing to transportation and other resources.

Location and Staffing

Don’t let logistics be an afterthought — even the most carefully crafted and well-defined program will fall apart if you don’t properly account for the physical details. You can approach the following elements in any order, but be sure to keep them all in mind:

• Location. The location you choose for your after-school program must be convenient for the learners and appropriate for the activity. It must also be affordable and compliant with your area’s child health and safety requirements. Finding a room or building on school grounds can often make the most sense, but there may be other options in the community, such as a rec center.
• Transportation. Transportation can be a major concern for many students, even if the location is at their school. Depending on your school’s policies, you could consider school buses or external transportation services like a charter bus. Alternatively, you may have to ask students to find their own transportation — if so, consider how you can help organize carpooling or ridesharing.
• Staffing. If the program will have a larger number of learners or activities that require constant supervision,you may also need to look for additional qualified staff or volunteers to assist you. Start by asking other teachers if they’re interested in volunteering, but also consider looking toward the community. You’ll need to consider whether staff will need specific training, especially if they’re non-educators.
• Regulations. If the program requires the use of certain resources beyond what your school usually provides, be sure to check your state’s licensing agency to learn if there are any specific minimum licensing requirements you’ll need to consider. This can include regulations around:
  • Operational policies and procedures
  • Ample space requirements
  • Safe food-handling policies
  • Appropriate child-to-staff ratios
  • First aid and CPR certifications

The Proposal

Once you’ve gathered all your information and data, you can then start drafting the proposal, which is how you will secure approval from necessary stakeholders and apply for funding.

How do you write a proposal for an after-school program? While there’s no single “right” way, there are a few important elements you’ll want to consider:

• Abstract — Ironically, this should be the last thing you write, as it should be a concise summary of the project and all of the key points.
• Statement of need — This section should clearly explain why the program is needed and what it aims to achieve. It should describe the problem that the project will attempt to address as well as details about the learner population that will be served.
• Program description — Provide a detailed description of the program and how it supports the school’s mission and goals. Provide information on how the program will be implemented, including information on the activities, including schedules, locations, and materials needed.
• Goals and objectives — Describe the program’s objectives in measurable terms, clearly stating the goals and how achieving them will address the needs of the learners.
• Timeline — Create a timeline for the implementation of the program, including key milestones and deadlines.
• Budget — Provide a detailed budget that includes all estimated costs, such as materials, salaries, transportation, and other expenses.
• Evaluation — Explain how you will measure the success of the program. If appropriate, show the metrics that will be used to determine the progress of the learners.
• Staff information — List all of the expected volunteers and instructors, including their qualifications, certifications, and skills.
• Safety protocols — Detail safety procedures and protocols to ensure the well-being of participants, such as how learners will travel safely to and from the program.
• Supporting materials — Including any relevant references, data, and visual elements.

Funding Strategies

Your after-school program may not need funding, but if there are costs involved, securing funds can be one of the most challenging steps. If costs are manageable, consider these straightforward options:

• Charge fees for learners to participate in the program.
• Check if your school has budget allowances for out-of-school programs.
• Organize community fundraisers or launch a crowdfunding campaign.

If it looks like the program does have some considerable costs, then you’ll want to consider a wide range of funding options, such as available grants. Thankfully, having the final copy of your proposal will make it easier to apply for these more formal funding opportunities. So, what kinds of funding opportunities are available?

• State and Local Education Grants. Many states have funding available for after-school programs generated by state general funds, tax revenue, usage fees, and set-asides. These funds may be included as part of state educational budgets or social service and community development agencies.
  
  Every state is different, so you’ll need to research what your state and local agencies offer. This can include agencies or offices of:
  • Business and/or Economic Development
  • Energy
  • Environment
  • Health/Mental Health
  • Information Technology/Technology
  • Museums and Libraries
  • Natural Resources/Forestry/Wildlife

When conducting your search, keep in mind that almost every state has after-school or “extended learning” funders and even foundations with those words in their titles.

• Federal Funding for Education. Many federal agencies offer funding opportunities that could be used to fund afterschool STEM initiatives. The U.S. Department of Education offers two main types of grants: Discretionary (or competitive) grants, which are awarded directly to programs or initiatives through a competitive process, and formula or block grants, which are distributed to agencies based on criteria set by Congress.
  
  Though federal grants tend to be highly competitive, there are many opportunities, which can feel overwhelming. Here’s some specific links to help get you started:
  • The Every Student Succeeds Act (ESSA) offers grants to districts serving low-income students.
  • First Five Action provides information and updates on early learning and child care, including for out-of-school or after-school programs.
  • The 21st Century Community Learning Centers (21CCLC) provides formula grants to support the creation of community learning centers that provide academic enrichment opportunities during non-school hours.
  • Child Care and Development Fund (CCDF) provides funds to subsidize the cost of care for low-income families, which can be used for initiatives to assist in after-school care or support.
  • Federal agencies that offer grants specifically for STEM-based programs include:
    • National Aeronautics and Space Administration (NASA)
    • National Oceanographic and Atmospheric Administration (NOAA)
    • National Science Foundation (NSF)
    • The Department of Agriculture (USDA)

For a complete and updated list of current federal grant opportunities, search the Grants.gov website. You can also visit Youth.gov’s federal funding page, as they supply the most government dollars to after-school programming among federal grant programs.

• Private Funding. There are also a large number of corporate and private foundations and philanthropic groups that offer grants and funds to improve community development and learner outcomes.
  
  Private funding will often be tied to a particular mission statement — such as promoting more women in STEM or supporting students in working toward specific careers. Private funding opportunities are constantly in flux, so consider starting your search at the Afterschool Alliance, which is dedicated to ensuring learners have access to affordable, quality after-school programs. Check out their page on funding and sustainability for helpful tools and links and their official funding database for current funding opportunities. Private funding opportunities can also be found through the following organizations and foundations:
  • The Charles Stewart Mott Foundation
  • IEEE Foundation
  • Motorola Solutions Foundation
  • New York Life Foundation Aim High
  • The Wallace Foundation

Local foundations are a great place to begin your search and, in fact, most school districts have access to funds thanks to a local foundation.

Program Development and Outcomes

Congratulations! Your proposal has been accepted, you’ve received approval to start the program, and you’ve even secured funding you need — now what?

The next step is to execute your proposal. If the program is a one-off activity, you’ll want to make sure that you keep records of how goals were achieved, how the learners progressed, and how the funds were spent. Document what went well, what could be improved, and suggestions for future, similar programs. Having this information will be a great asset in the future if you want to make the program permanent or start up other programs.

If it’s a long-running program, then you’ll want to take some additional steps to ensure that things run smoothly and that the program remains sustainable. Keep the following in mind:

• Engage with administrators — Stay in regular communication with school administrators to ensure they’re aware of how the program is progressing and that it’s in alignment with school goals. This engagement will be helpful if you need to receive additional approvals in the future.
• Listen to students and parents — Gather feedback from students and parents to ensure the program is meeting their needs and interests. Parent-teacher meetings and open houses can foster strong relationships. You can also offer opportunities for parents to volunteer or participate.
• Perform regular assessments — Regularly employ surveys, gather feedback, and follow through on your established performance metrics. Use this data to demonstrate how you’re meeting particular standards and learning objectives, while also making improvements and adjustments to the program as needed.

After School Program Examples

Project-based learning and STEM topics are powerful and effective ways of building engagement with students in after-school programs. If you’re looking for inspiration, consider the following examples:

STEM-based After-school Program — Start a Media and Technology Club

If you have the space and technology available to engage learners on their interests with media and technology, then a Media and Technology Club can serve as a great after-school activity.

To align this program with learning outcomes, consider how you can direct your learners to engage with digital media through discussions, research, and even project-based learning assignments. Consider the following activities:

• Provide coding opportunities students to program their own chatbots, robots or games
• Create art or writing projects that incorporate computer programs and digital media
• Show and discuss how media is used to convey messages or persuade
• Have students work together to create their own movies or animations

Project-based Learning After-school Programs — Community Project

You can also support community outreach through one-off project-based learning (PBL) activities. These activities should ask learners to focus on how they could approach solving real-world problems and how to apply the concepts they’ve learned in school.

Projects can include activities such as:

• Creating a community mural
• Fundraising for an animal shelter
• Visiting a retirement home
• Running a food drive for a local food bank
• Taking a purposeful field trip

Read our blog post—10 After School STEM Program Ideas to Keep Kids Engaged—for full details of these activities and more after-school program ideas.

Talk to us about how you can develop a long-term plan for instructor training, equipment support, and content development for STEM and PBL projects, both for out-of-school activities and as part of your regular curriculum.