How to Build a Successful Afterschool Program San Juan Unified School District Bridges After-School Program Building Bridges to Student Success www.sanjuan.edu February 2, 2007

Keys to Building a Successful Afterschool Program Infrastructure Relationships Diverse Funding Fun & Engaging Programming Academic Alignment On-Going Staff Development

Infrastructure Build or Add-on? What is your Current Structure? Does It Have the Capacity to Expand? How Do Afterschool Programs Logically Fit into Your Organization? How Does the Management of Afterschool Programs Fit in your Current and Prospective Partnerships? What Additional Resources are Available?

Infrastructure SJUSD Bridges After-School Program Program Administration District Level Program Administrator Regional Program Sr. Supervisors Regional Supervisors Site Coordinators Budget and Accounting Senior Account Supervisor Central Account Technician Central Account Clerk Regional Account Clerks Research & Evaluation Research Specialist Data Entry Operator

Infrastructure Q & A

The Vision Goal Setting & Mission Statement Participants Academics Social Skills Health and Wellness Character Education Service Learning Program Attendance Enrollment Academic Alignment School Linked not School Like Staying on Track –The Mission Statement Building Bridges to Student Success

Relationships Create Partnerships & Build a Collaborative Site Based Principal Teachers Secretary Custodians Food Services School District Administration School Board Superintendent Government City Council Police/Sheriff’s Department County Libraries Recreation and Park Districts Community Chamber of Commerce Community Based Organizations

Relationships SJUSD Bridges After-School Program San Juan USD Support Administration & The Board Curriculum ELL, Title I and Safe Schools Sacramento County Sacramento County Public Library System Park & Recreation Departments Sacramento County Sheriffs Department The City of Citrus Heights City Council Citrus Heights Police Department Non Profit Organizations People Reaching Out Light & Life Community Outreach Cross Over Scholar Athletes Soil Born Farms

Relationships Q & A

Management Systems Fiscal Site Level Budget & Fiscal Management System Excel Spread Sheet Trackers for Site Expenditures Regional Ordering Process for Supplies Regional Budget & Fiscal Management System Site by Site Profit/Loss Budget Spread Sheets Linked to Regional Summary Regional Office Budget Program Wide Budget & Fiscal Management System Program Wide Profit/Loss Summary Linked to all 3 Regions District Accounting System

Fiscal Management SJUSD Bridges After-School Program Budget Staff Training & Team Building Pilot Curriculum Mileage Cell Phones Printing Student incentives Enrichment On-Going Supplies Nutrition Parent Involvement Recreation Supplies

Fiscal Management The Bridges After-School Program 6.4 Million Dollar Annual Budget Program Staff Salaries-56% Classified Employees-28% Contracted Employees-23% Certificated Employees-5% Administrative Costs-20% Administrative Salaries-17% Indirect Costs-3% Operating Expenses-24% Materials & Supplies-19% Snack/Nutrition-5%

Fiscal Management Diversification State & Federal After School Grants-45% State, Federal & Other District Funding-37% City & County Support-13% Partnerships-5%

Management Systems Attendance Site Level Attendance Management System Sign In and Sign Out Absence Verification Process Regional Attendance Management System Additional Student Information System Program Wide Attendance Management System Youth Star District Level Student Information System The Pertain System School MAX

Management Systems Regional Attendance

Management Systems Q & A

Program Development Human Resources Employer Job Descriptions Qualifications Marketing & Recruitment Interview Selection Placement Training

Program Development Program Staff Structure

Program Development Staff Development Nine Day Start-Up Training Weekly Leadership Team Meetings Bimonthly Regionally Staff Meetings Bimonthly Line Staff Orientations Monthly Line Staff Trainings Quarterly Site Coordinator Trainings Participation in SJUSD Sponsored Trainings Participation in Various Conferences Ongoing Leadership Development Opportunities Staff Incentives & Team Building Opportunities

Program Development Facilities Program Needs MP Room –Snack and Large Group Classroom for every 20 students Outdoor Recreation Area Work Space Computer Access Storage Location Bathroom Classrooms Challenges Site Support Funds Relationships

Program Development Program Model Bridges After-School Program Components Elementary School Model Daily Nutritious Snack Provided Homework Assistance Enrichment / Learning Centers Organized Recreation Parent Support and Involvement

Program Development Program Model Bridges After-School Program Components Middle School Model Daily Nutritious Snack Provided Homework Assistance Student Driven Clubs Organized Recreation Life Skill Discussions Parent Support and Involvement

Program Development Paperwork Registration (Evaluation Disclosure) Parent Agreement Handbook Attendance Special Activities Form Snack Log Student Sign-Out Sheets Monthly Report Form Staff Sign-In Sheets Team Meeting Agendas Emergency Plans Team Leader Feedback Forms

Program Development Academic Alignment Academic Coaches at Elementary Schools Teachers at Middle & High Schools Flexible Lesson Planning Curriculum & Resource Alignment Evaluation, Benchmark Assessments & Cycle of Inquiry Teams

Program Development Evaluation Academic Improvement CST Interim Assessments Student, Staff and Parent Perception Surveys Student Behavior California Healthy Kids Survey Pre/Post Assessments Student Attendance Monitor Regular Day & After School Program Attendance Program Design Focus Groups Academic Assessments

Program Development Q & A

Program Startup Staff Training Spark Snack Procedures Working with Students with Special Needs Paperwork and Computer Training Positive Guidance/Behavior Mgt. School/Community Involvement Parent Communication Recruitment/Marketing Life Skills Clubs Resources and Referrals Policies and Procedures Universal Precautions Mandated Reporting Effective Leadership Coaching for Performance Effective Staff Meetings Lesson Planning: Frame Work and Guidelines Safety/Emergency Procedures CPR First Aid

Program Startup Enrollment Process Enrollment Phases Priority Administration/Teacher Referral Open Ongoing Enrollment Packet Registration Form Parent Agreement Parent Handbook Emergency Cards Recruitment Newsletter Posters Backpack Flyers Student Referral

Program Startup Q & A