What are ASES, the Afterschool Education and Safety Program?

Is your school seeking ways to support students beyond the traditional school day? California's After School Education and Safety (ASES) program offers funding and guidance to help elementary and middle schools establish high-quality afterschool programs.

California's public K-9 grade schools, including charter schools, can apply for ASES funding. The program prioritizes grants for schools with more students who qualify for free or reduced-price meals, ensuring funding reaches those who need it most and demonstrating California's commitment to after school support. This investment is evident in the state's significant investment in ASES. For the 2023-24 school year, California has allotted $794 million to fund these programs nationwide. This investment reflects the proven impact of quality after school programs like ASES on student success. Research shows that ASES participants have higher homework completion rates and demonstrate significant improvements in classroom behavior and academic engagement.

Understanding Your ASES Grant

To help schools get started, the California Department of Education provides ASES grants of up to $122,850 per year for elementary schools and up to $163,800 for middle schools. However, while these grants offer substantial support, schools must match one-third of the grant amount. This match can be fulfilled by providing classroom space (valued at market rate), qualified volunteer time, or in-kind contributions from community partners. To submit a successful application, start preparations several months in advance. This includes gathering necessary data, creating a program plan, and projecting attendance. Accurate attendance projections are crucial because the grant amount is directly linked to these numbers. ASES requires programs to maintain at least 85% of their projected attendance to retain full funding.

Running a Thriving ASES Program

To effectively serve students, ASES programs need to go beyond just providing a safe space and homework help. Think of your program as an extension of the school day, where learning takes on new and exciting forms. Here's how to make the most of it:

• Engaging Activities: Spark curiosity and build skills with a diverse range of activities. STEM projects, arts and crafts, music, dance, sports, and leadership opportunities all have a place. Don't be afraid to think outside the box! Offer coding clubs, gardening, cooking classes, or even a student-run newspaper. Partnering with local organizations can open up even more possibilities.
• A Welcoming Atmosphere: Every student should feel like they belong in your program. Create a space that is inclusive and celebrates diversity. Encourage respect, kindness, and collaboration. Train staff to be sensitive to the needs of all learners, including those with disabilities, those from different cultural backgrounds, and those who may be facing challenges at home.
• Supporting the Whole Child: ASES programs are uniquely positioned to support students' social and emotional growth. Incorporate activities that promote self-esteem, build social skills, and teach conflict resolution. Provide opportunities for students to express themselves creatively and explore their interests.
• Qualified and Caring Staff: The heart of any successful ASES program is its staff. California requires a student-to-staff ratio of no more than 20:1, but strive to do even better if possible. Invest in comprehensive training for your team, covering topics like:
  
  • Child development and learning styles
  • Behavior management techniques that prioritize positive reinforcement
  • Safety procedures and emergency protocols
  • Creative activity planning and engaging instruction
  • Building positive relationships with students and families

By prioritizing these elements, you can create a thriving afterschool program.

Managing Student Attendance

Because attendance is an important part of ASES grants, tracking attendance correctly is a major part of maintaining your ASES funding. To track attendance, your program must record when students arrive and leave each day, including any early departures. Digital attendance systems make this process faster and more accurate by using mobile device check-ins, and/or student ID cards or PINs for check-in.

It’s helpful to have a written policy that addresses acceptable reasons for early pickup, such as family emergencies, medical appointments, and participation in parallel programs like sports or music lessons. In addition to early pickups, the policy should address how the program handles family needs, weather conditions, and transportation issues that may affect attendance. Furthermore, since attendance is such an important part of sustaining funding, plan for attendance changes during school breaks and holidays so you’re not caught off guard at the end of the year. 

Some programs adjust their hours or combine sites when regular school isn't in session. Communicate these changes to parents in advance to maintain attendance. Switching to a digital system can significantly reduce the time spent on attendance tracking. According to research on after school programs, manual attendance tracking can take staff 15-20 minutes per activity, but digital systems streamline this process considerably.

Keys to Program Success

Building strong partnerships is essential for a successful ASES program. This includes collaborating with your school's teachers and administrators to ensure alignment between after school activities and classroom learning. Meet with teachers regularly to discuss curriculum connections, share student progress, and collaboratively support student learning.

Don't overlook the potential of local partnerships like public libraries, museums, and arts organizations to enhance your program and reduce costs. These organizations often provide educational programs, materials, and instructors, which can help you meet your matching funds requirement.

To ensure your program is thriving, set measurable goals and review them quarterly, such as increasing student attendance rates, improving homework completion, and enhancing student satisfaction. Track progress towards these goals by monitoring data and using feedback to adapt activities. 

By actively engaging with these strategies and consistently striving for improvement, you can create a thriving ASES program that makes a lasting difference in the lives of your students, fostering their academic success, personal growth, and overall well-being.

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