How To Start An Afterschool or Extended Care Program

Starting an afterschool or extended care program can have a meaningful and long-term impact on students, their families, and the wider community. A well-planned program can fill several gaps in a child's life, from boosting academic enrichment, offering healthy snacks to kids who would otherwise go without, engaging students in activities they might not experience during the regular school day, and providing working families with peace of mind. It can also give youth a safe and nurturing place to explore new interests, build friendships, and grow socially and emotionally.

Yet, as many educators and administrators know, launching a successful afterschool program involves more than simply offering a few classes. It requires careful program planning, thoughtful funding strategies, a focus on compliance requirements, deliberate staff selection, and strong communication with families. The steps below outline the essential elements of how to start an after school program and position it for long-term success.

1. Begin With a Clear Mission and Goals

Every high-quality afterschool program starts by defining its purpose. Consider what you want to achieve. Are you focused on academic enrichment, youth development, career exploration, or physical health and wellness? Do you want to serve a specific age group, such as elementary students needing reading support or middle schoolers seeking STEM activities?

Start with a simple statement: “Our afterschool program exists to [core purpose] for [target population].” For instance: “Our afterschool program exists to support academic growth and social development for elementary students who need safe, enriching activities after the final bell.”

This initial clarity shapes every decision that follows. Goals not only determine program content but also influence what types of grants you apply for, how you recruit staff, and how you measure success. As you refine your mission, seek input from parents, teachers, and community members. Their perspectives can guide you toward a program design that resonates with those it will serve.

Helpful Resources:

• Providence After School Alliance: Their mission is to “expand and improve after-school, summer, and other expanded learning opportunities for the youth of Providence by organizing a sustainable public/private system that contributes to student success and serves as a national model.” This example illustrates how a well-defined mission can serve as a guiding star for your program.
• Connecticut Afterschool Network: For more guidance on crafting an effective mission statement, explore their resource titled “Living the Mission of After School.” It provides insights into the purpose of mission statements and how to use them as a guide in activity planning.

2. Assess Community Needs and Resources

Before finalizing the program concept, assess what already exists and what’s missing in your school district or community. Are there established afterschool programs offered by local nonprofits, community-based organizations, or the recreation center at the local park? Do families face transportation challenges that affect participation? Is there strong interest in a particular kind of enrichment, such as art classes, homework help, or language support?

Consider surveying parents and guardians to learn their priorities and constraints. Ask teachers about student needs they observe after the school day ends. Explore local resources—libraries, community centers, museums, and small businesses—to identify potential partners. The National Afterschool Association and Afterschool Alliance can provide research, data, and examples of best practices that inform your planning.

By mapping out what your community already has and what it lacks, you can design a program that stands apart. This ensures you are not duplicating existing services but instead are filling a genuine need.

Helpful Resources:

• The National Afterschool Association (NAA) is a professional organization that supports and advocates for afterschool professionals, providing resources, professional development, and leadership opportunities to enhance the quality of afterschool programs.
• The Afterschool Alliance is a nonprofit organization dedicated to ensuring access to affordable, high-quality afterschool programs by conducting research, advocating for policy changes, and raising public awareness about the importance of out-of-school time programs.

3. Build a Strong Organizational Structure

Once you understand your community’s needs and have a clear mission, define how you will structure your program. Will it be managed by the school district directly, or will you partner with a community-based organization? Are you offering a single location program, or multiple sites across different schools?

Determine how you will handle day-to-day tasks such as registration, attendance tracking, scheduling, payroll (if applicable), and communications with parents. Well-defined operational structures save time and headaches as the program grows. Consider:

• Administrative Roles: Who oversees enrollment? Who handles funding applications and compliance reporting for ELOP or ASES grants?
• Logistics and Scheduling: How many days per week will the program run? How will you address early dismissals or unexpected closures?
• Record-Keeping: How will you track attendance, monitor student engagement, and maintain accurate records for reporting to funders and state agencies?

Early decisions about structure set a strong foundation. There are software solutions, like Attendly, that can handle tasks like attendance data collection, roster management, and compliance with requirements such as ELOP or ASES funding guidelines. Many school districts find that having a digital system reduces manual data entry and ensures more accurate reporting.

Helpful Resources:

• Here's an exhaustive Resource Guide from SEDL with over 100 different resources for help building your organizational structure. Note: It's a bit old, but many of the resources are still active and useful.

4. Understand Funding Sources and Compliance Requirements

A central question in learning how to start an after school program is how to pay for it. Funding often comes from many different sources. Some common options include:

• Grants and State Funding: In California, for example, many afterschool programs rely on the Expanded Learning Opportunities Program (ELOP) or the After School Education & Safety (ASES) grant. Each funding stream comes with specific requirements for attendance, data reporting, and performance metrics.
• Federal Initiatives: Programs like the 21st Century Community Learning Centers also support academic enrichment and youth services after school.
• Partnerships and Donations: Local foundations, businesses, and non-profit organizations may offer grants or donations. Community-based organizations can bring resources, expertise, and volunteers.
• Parent Fees (If Applicable): Some programs charge modest fees on a sliding scale. If so, you need a transparent billing and payment system to maintain trust and accessibility.

While securing funding, pay close attention to compliance requirements. For example, ELOP or ASES grants often mandate detailed attendance records to ensure that the funds are used as intended. If you are required to provide daily attendance data for state reporting, plan your data management processes well in advance. Compliance not only ensures funding integrity but also builds credibility with parents and community stakeholders.

Helpful Resources:

• Consider afterschool management platforms like Attendly that simplify compliance and reporting

5. Develop a Program Schedule and Curriculum

The heart of any high quality afterschool program is what students actually experience. Once you have stable funding and a clear administrative plan, focus on designing a schedule and selecting activities that appeal to your students.

• Academic Support: Homework clubs, reading circles, math tutoring, and science exploration can align with school-day learning and help students stay on track.
• Enrichment Activities: Arts, music, coding workshops, robotics clubs, sports, cooking lessons, and entrepreneurship projects provide engaging activities that broaden horizons.
• Social-Emotional Learning (SEL): Introduce programs that help students develop communication, teamwork, resilience, and problem-solving skills.
• Physical Activity: Consider dance, yoga, or structured sports to promote health and wellness.

Vary the offerings to maintain student engagement. Rotating activities by semester or inviting guest instructors can keep students excited to attend. Consider student surveys or suggestion boxes so participants feel involved in shaping the program.

6. Recruit Skilled and Caring Staff

Staff can make or break an afterschool program. Whether you rely on teachers, college students, or community volunteers, you need people who relate well to youth, understand the importance of safety and respect, and can deliver engaging activities.

Focus on:

• Qualifications: Set basic requirements, such as experience working with children, subject matter expertise, and, if necessary, compliance with any credentialing or licensing standards.
• Training: Provide staff training before the program begins. Cover safety protocols, attendance tracking, handling challenging behaviors, and understanding compliance rules. Regular professional development supports consistency and quality.
• Retention: Recognize and appreciate staff efforts. A positive, supportive work environment encourages staff to stay with the program long-term, creating stability for students.

7. Establish Safety and Attendance Tracking Protocols

Parents trust afterschool programs to keep their children safe. This involves more than having responsible adults in the room. It means putting policies in place for check-in and check-out, understanding who is authorized to pick up students, having emergency procedures, and ensuring safe physical spaces.

Accurate attendance tracking is especially relevant if you rely on funding that ties to attendance counts (like ELOP or ASES). Choose a method that allows you to record attendance in real-time and generate reliable reports. Digital systems reduce the risk of mistakes and eliminate time-consuming manual record-keeping. Also, consider systems that allow parents or guardians to easily view their child’s attendance records.

8. Communicate Clearly With Parents and Guardians

Your program can excel in many ways, but if families are left guessing about schedules, fees, or last-minute changes, frustration will grow. Good communication builds trust, boosts enrollment, and encourages parent involvement.

• Regular Updates: Send weekly or monthly newsletters with highlights, upcoming events, and reminders.
• Online Portals or Apps: Consider a secure, accessible platform where parents can check their child’s schedule, receive notifications about schedule changes, and view attendance information.
• Language Support: If families speak multiple languages, translate important documents and provide interpreters or bilingual staff whenever possible.

Maintaining open channels for feedback helps you refine the program as it grows. Encourage parents to share their thoughts, suggest new activities, and express concerns. This transparency helps build a strong community around your program.

9. Measure Success and Adjust Over Time

A new afterschool program will evolve. To help measure program success over time, gather data on student attendance, academic performance, staff feedback, and parent satisfaction. Look for patterns: Are students consistently attending? Do certain activities attract more participants? Are parents requesting extended hours or more engaging activities?

Use this information to refine the program. Perhaps you discover students love a coding club but attendance dips on days offering less popular activities. Adjusting the schedule or introducing new offerings keeps the program responsive to student interests.

10. Connect With the Broader Afterschool Community

You are not alone in learning how to start an after school program. Many other school districts, administrators, and youth-serving organizations face similar challenges. Networks and associations provide ideas, training, and advocacy to help you thrive.

• Professional Networks: Join local, regional, and national associations dedicated to afterschool programming. The Afterschool Alliance and similar groups often share funding tips, policy updates, and research-backed strategies.
• Peer Learning: Collaborate with other districts. Compare attendance tracking methods, share curriculum resources, or discuss ways to build stronger parent relationships.
• Professional Development: Encourage staff to attend workshops, webinars, and conferences. Continuous learning keeps your team inspired and informed.

These connections can spark new ideas, help you solve recurring problems, and keep you updated on funding opportunities and compliance changes.

Setting a Strong Foundation

Creating a successful afterschool or extended care program involves blending clear goals, community insight, strong funding and compliance strategies along with skilled staff, and open communication with families. By taking each step methodically you will be well on your way to establishing a program that benefits both students and the community at large.

When thoughtfully designed and managed, an afterschool program can enrich students’ lives, support working families, and strengthen the sense of connection within your school district. As you move forward, remember that flexibility, responsiveness, and genuine engagement with students, parents, and partners are the keys to long-term success.