Expanded Learning programs in California have huge potential to transform student outcomes—but common pitfalls often sabotage success. Our new resource, The Missing Manual for California After-School Programs, provides guidance to avoid these costly errors. Here are the five most common mistakes—and proven ways to steer clear:
1. Missing Critical Application Deadlines
One minor oversight—like missing a grant application or reporting deadline—can jeopardize an entire program’s funding. Competitive grants such as ASES typically require formal proposals early in the calendar year, and incomplete submissions through online systems like ASSIST or missing crucial attendance reporting deadlines (as highlighted in Chapter 12) can cause districts to lose funding.
How to avoid it: Establish clear internal deadlines well ahead of official dates. Create detailed checklists, and assign one person specifically to monitor and ensure timely submissions.
2. Underestimating Staffing Ratios and Qualifications
Understaffing or failing to meet mandated staff-to-student ratios can trigger compliance issues, jeopardizing both funding and program effectiveness. For instance, Chapter 2 outlines that California programs typically require a 20:1 student-to-staff ratio, but programs involving younger students (TK/K) demand even tighter ratios, often 10:1. Ensuring your team meets these ratios throughout program hours is essential.
Auditors routinely verify staff schedules against attendance records, making detailed documentation crucial.
How to avoid it: Carefully plan staffing based on required ratios from the start. Document staff assignments thoroughly and consistently, and consider investing in professional development to maintain qualified staff.
3. Poor Record-Keeping Leading to Compliance Issues
Weak record-keeping is one of the fastest routes to compliance trouble. As discussed in Chapter 7, essential documents—including attendance logs, staff personnel files, detailed financial records, and safety protocols—must be meticulously managed. Lost or illegible attendance sheets directly undermine reporting accuracy, risking significant funding shortfalls.
Clear, accurate records form the backbone of audit preparedness. Daily attendance summaries, verified staff reports, and organized financial documentation should be standard practice.
How to avoid it: Transition from paper-based systems to reliable digital tools. Set daily or weekly data checks to ensure records are accurate and easily accessible, minimizing audit risks and funding threats.
4. Not Diversifying Funding Streams
Relying exclusively on a single funding source exposes your program to unnecessary financial risk. Chapter 5 emphasizes diversifying your funding portfolio by leveraging district resources, Title I funds, local grants, and community partnerships, creating stability and resilience.
Strategically “braiding” multiple funding streams—like ASES, ELO-P, and 21st CCLC—allows programs to sustainably address diverse student needs without interruption.
How to avoid it: Actively seek partnerships with local businesses, nonprofits, and community stakeholders. Develop an annual fundraising and partnership plan to proactively build a stable and diversified funding base.
5. Failing to Align Activities Clearly with Outcomes
One of the most common mistakes is neglecting to explicitly connect after-school activities with clearly defined student outcomes. Chapter 9 stresses the importance of starting with a thorough local needs assessment that directly informs activity choices. For example, if literacy scores lag among English learners, a targeted reading intervention—backed by research—is necessary rather than generic activities.
Align enrichment activities—such as STEM, arts, athletics, and project-based learning—explicitly to academic goals and social-emotional learning (SEL) objectives. Integrate academic support in ways that complement and extend school-day lessons, rather than duplicating classroom instruction. Using clear metrics (Key Performance Indicators, KPIs) ensures activities are evaluated and adjusted based on real outcomes.
How to avoid it: Conduct and regularly revisit a comprehensive local needs assessment. Define precise outcomes aligned with district goals, select activities that directly address these outcomes, and consistently measure effectiveness using clear data to inform continuous improvements.
By proactively addressing these five critical mistakes, districts can confidently secure funding, maintain compliance, and significantly enhance student outcomes through their after-school programs.
