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September 16, 2019

Y4Y learned from Texas 21st CCLC program director Johanna Friedel that there are certain questions she hears from new grantees each year. If you’re the captain of a 21st CCLC program just unfurling your sails, you might have some of the same questions. Here are common questions and answers, with links to Y4Y tools that will help you navigate the waters.   

Q1: How do you recruit your staff?  

See the Identifying and Recruiting High-Quality Staff overview. You can download and customize Y4Y’s Sample Job Descriptions to post on professional sites or disseminate to organizations from which you envision hiring (such as local teacher unions or the education department at a nearby university). Y4Y also has suggestions for Getting Members on Your Program Team  

Q2: How do you structure your afterschool time?  

Consult the Effective Homework Time Training to Go to consider the role of homework time in your program. You can use the Align for Success Click & GoIntentional Activity Design Planner and Intentional Activity Design: Mapping Needs to Activities tools to start shaping your activities blueprint. 

Q3: Who’s in charge of my budget? How do I determine what percentage should be allocated to staffing, overhead, transportation, supplies, field trips, training and snacks?  

Grantees should refer to their approved grant proposal for specifics on budgeting. Consult the Sample 21st CCLC Budget Worksheet for direction on how to best allocate any funds with flexibility. 

 Q4: How and when do my staff receive training? Who’ll train my staff? What basic compliance trainings will they need at the beginning of the year? 

Use the Y4Y Training Guide and Template for guidance on training basics. This guide will be helpful whether you’re planning and conducting the training yourself, working with a partner or having staff attend training offered by a third party. As you consider basic compliance trainings, you’ll need to know the requirements of your educational partners and the institution that provides physical space for your program. Many training tools are available on the Y4Y site. Open the drop-down list under “Learn” and go to “Train Your Staff” for advanced trainings you can customize and use as your program grows and flourishes. Another way to support staff members’ ongoing professional development is to connect them with professional learning resources (see Y4Y’s Professionalization Resources page). 

Q5: What basic materials for students do I need at the start of the program year? 

The materials you’ll need will depend on the program activities you do. Leave sufficient budget for materials specific to the activities that will take shape as you intentionally design activities, including science, technology, engineering, the arts and mathematics (STEAM) projects you may offer. Consider community partnerships as a potential source of materials. Y4Y’s Sample Procurement Packet includes a supply request form, a supply and equipment tracking form, and a partner memorandum of understanding. 

Q6: Where can I find basic forms that will help me structure my program, such as enrollment forms, transportation forms, memorandums of understanding (MOUs), lesson plan forms, supervision and observation forms, student incident reports and a staff handbook? 

Y4Y offers a library of downloadable, customizable forms. The tools in Y4Y’s Managing Your 21stCCLC Program course are a good place to start. Don’t hesitate to reach out to other programs through the Y4Y discussion board. The board for the August 2019 New Leaders Academy has ideas from some veteran program leaders as well as new grantees. A template and tool for drafting MOUs is among the Y4Y Strengthening Partnerships course tools. 

Q7: What will my year-at-a-glance calendar look like?  

Y4Y’s Program Planning Timeline tool can assist you in broad-strokes program planning. To see an example of a timeline with a detailed breakdown of tasks, visit the Sample Annual Task Timeline 

Q8: What data do I have to collect for my state and the federal government? 

The Implementation Strategies section of the Managing Your 21st CCLC Program course addresses many aspects of data reporting. Your state coordinator is your best resource for learning everything that’s required of you to maintain funding.   

Q9: What are the roles and responsibilities for my executive staff, site coordinators or managers, family engagement specialist and for me as a program director? What are the responsibilities for my frontline staff and child care workers? 

It’s an excellent idea to have roles as well developed as possible as you build your program. Y4Y’s Sample Human Resources Packet provides standard role descriptions that you can customize to fit your budget and the people you hire. It can be tempting to rest more or less responsibility with employees based on their demonstrated abilities, but bear in mind that, in the event of turnover, your hiring practices need to have solid alignment with the descriptors you decide on.  

Q10: What are the responsibilities of the parents for the program? 

As you know, family engagement is a centerpiece of 21st CCLC programs. The Y4Y Family Engagement course helps program leaders consider many aspects of programs’ critical relationship with students’ families. The Sample Calendar (Family Engagement) offers a glimpse of what that might look like throughout the year. 



August 9, 2019

Summer is the season for veteran and new grantees alike to ascend to 30,000 feet and take a broad view of their programs. On the heels of the U.S. Department of Education’s 2019 21st CCLC Summer Symposium, where leaders from 50 states gathered to move this exciting profession forward, here are “big picture” questions for all grantees to address:

Does your program vision statement reflect the sharpening focus on social and emotional learning? Social and emotional learning and building positivity among youth are high-priority areas for many 21st CCLC programs. How might a subtle revisiting of your vision statement trickle down to other components of program management?

Is collaboration the heart and soul of your program? You value the voices of your community partners and stakeholders at the planning table, but does your program provide students with ample opportunities to practice collaboration? The ability to collaborate with others is increasingly regarded as a valuable tool for professional success. How can you accommodate this skill-building priority?

Are you an experienced grantee starting a new program? You know better than most that out-of-school time programming is growing and evolving as a professional field. Refresh yourself on managing a 21st CCLC program from the ground up, and catch up on the latest regulations and wisdom around successful programs by attending the New Leaders Virtual Academy described below.

Are you a new grantee who’s worried about the deafening silence at 30,000 feet? Y4Y has a wealth of resources to help you maintain radio contact with experienced peers. Beginning August 13,  the New Leaders Virtual Academy will offer a live series of five interactive webinars to walk you through the crucial steps of program development, breaking down each step into manageable tasks. A certificate of completion for the Academy will be offered to those who attend the series. More important, you’ll emerge with a road map of available resources, connections to veteran professionals in the field, answers to your burning questions, and, best of all, companionship with fellow newcomers on the “new grantee” journey.

Whether or not you participate in the Academy, you can begin orienting yourself with the basics anytime. Budget three to four hours to take the Y4Y Introduction to Managing Your 21st CCLC Program course and explore some of its tools, like the Project Management Graphic Organizer and Managing Your 21st CCLC Program Diagram. If you don’t have a management background, these resources will give you a foundation in standard project management processes and help you manage critical tasks relevant to 21st CCLC programs. You can also review the 2018 Y4Y Virtual Institute for New 21st CCLC Grantees. This series of archived webinars is a great primer. Rest assured that the 2019 Academy sessions will be archived on the Y4Y website this fall.

Make Y4Y your partner in learning!



July 16, 2019

Learn from the past to improve the future. How many times have you heard this saying from historians, politicians and even your mother? It’s good advice for 21st CCLC programs as well!

As you plan your fall program, look back at data you gathered in the spring to pinpoint learning needs for current students and staff members. Learn about students who haven’t been in your program but could use the extra support you provide. School-day teachers can help you identify new prospects, and tell you about academic areas where they see students struggling.

Here are some data types and Y4Y tools that can help you learn from the past:

Program Performance Data

Identifying and Addressing Program Strengths and Weaknesses Training to Go: This ready-to-use presentation can be customized or used “as is.” It offers strategies that help you analyze program performance and build on strengths to improve effectiveness.

Sample Evaluation Guide: This tool describes program-level evaluation, which uses some of the same data you’ll want for fall planning. Look near the end of the guide to find sample focus group questions for parents, students and staff. These questions can also be used in interviews or surveys to help you discover stakeholder reactions to and ideas about your program.

Observation Checklist: This tool helps site leaders understand important areas of student engagement, teacher/facilitator engagement and the physical environment. If you used the checklist during spring or summer program sessions, you already have data to analyze. If you haven’t used this tool, it can guide reflections and discussions when you plan your next session. Be sure to add it to your continuous improvement process tool kit.

Student Needs Data

Three Types of Data: This tool explains school-level, student-level and student voice data.

Survey of Student Needs: Use this tool to check with school-day teachers about student needs in subject areas and specific skills. It also helps with setting priority levels for student needs.

Staff Learning Needs

Intentional Activity Design: Mapping Needs to Activities: As the title suggests, this tool helps staff put data into action. If your staff hasn’t used SMART goals before, introduce this tool when you use the Setting SMART Activity Goals Training Starter. SMART goals are specific, measurable, achievable, relevant, and time bound.

The tools in this list come from three Y4Y courses: Continuous Education, Summer Learning and Managing Your 21st CCLC Program. To see more free learning resources, go to the Y4Y Learn Overview page and start exploring!



June 18, 2019

Could a few minutes of forethought now prevent hours of stress later? When it comes to planning the start-up of a new program year, the answer is YES! These quick tips will help you prepare now for a smooth re-entry this fall.

To avoid the last-minute hiring scramble:

  • Prepare job descriptions. Have job descriptions ready in advance — especially if you’re looking for certain skills or expertise. Y4Y’s Sample Human Resources Packet has sample job descriptions and templates for inspiration.
  • Keep a list of potential candidates. Maybe you’ve encountered an enthusiastic summer intern from the local college, a community volunteer with a knack for teaching young children, or a retired grandparent with experience in youth development. Keep a list of names and contact information. You can also ask program staff, school personnel and others for recommendations.

To avoid the “oops-I-wish-I’d-planned-a-staff-training-on-that” syndrome:

  • Look back. What training topics would have benefitted staff last year? What topics should be repeated? Put those on the list for this year.
  • Look forward. Will you have several staff members who are new to the 21st CCLC program? Do you plan to use project-based learning or another strategy for the first time? Add essential topics to your list, then check on available training, resources, and expertise from the school and community, and from Y4Y. If you’re a new 21st CCLC grantee, take a look at Y4Y’s virtual professional development series for new grantees.

To avoid starting the fall without the partnerships you want and need:

  • Make new friends. Piggyback on community events to connect with potential partners who have the right kind of expertise, skills and resources to fill gaps or support new initiatives. Be ready to “make your ask” by clearly stating how partnering can benefit the partner as well as the students and families your program serves.
  • Keep old friends. Strengthen current partnerships by expressing appreciation, providing support, and refocusing time and effort as necessary to make sure all parties are satisfied with the partnership arrangement. See Y4Y’s Strengthening Partnerships course for ideas.

To avoid the letdown of targeted students not enrolling:

  • Include success stories in outreach materials. Name potential benefits to students and their families, and include real-life examples whenever possible. Feature recent activities and successes, with quotes and photos from students’ families (with their permission, of course). Let your program’s inclusive culture, areas of expertise and concern for individual growth shine through! See Y4Y’s recent Showcase webinar for ideas and tools for effective communications and outreach.
  • Team with the school to personalize invitations. If you know certain students would benefit from your program, enlist help from the school staff. Teachers and counselors who’ve established trust with students and their families can help recruit students and steer them in your direction.

Could a staff member or volunteer help with some of these tasks? Enlist their help right away. Taking time this summer to plan and prepare for fall can give your program (and your spirits) a rocket boost!



May 22, 2019

With initial design of your summer learning program complete, you’re ready to recruit staff and partners, then cultivate skills and knowledge so your gardeners can deliver activities that help students grow and prevent summer learning loss. You may have a core team in place but probably need to fill some gaps. Where do you start? Here are some tools and tips from Y4Y resources.

Select the Right Gardeners

To nurture strong, successful students, plan staff and partner recruitment to identify candidates with qualities you need.

  • Recruit staff. Some will be school-day teachers, who understand academics and know how to support student learning. Others will be school-day paraprofessionals, college students and community volunteers. You want candidates who reflect your students’ diversity, can support social and emotional learning, and bring skills and knowledge that will enrich the learning environment. Create a recruitment structure by developing job descriptions and preparing for interviews. See the Y4Y Sample Human Resources Packet and the Identifying and Recruiting High-Quality Staff tools for help with those processes.
  • Recruit partners. Use Y4Y tools to put two things in place: a community asset map that identifies potential resources, and an elevator pitch that explains your 21st CCLC program and its goals for summer learning. These resources help you prepare the soil for successful collaborations.

Fertilize and Water Frequently

Start by including everyone — your staff and appropriate partner staff — in orientation training, so everyone knows the garden design. As the summer session progresses, follow up with group and individual coaching. To ensure that everyone thrives, use the Y4Y Observation Checklist and Summer Learning Training Planner tools to focus ongoing coaching and professional learning activities. For ideas from 21st CCLC colleagues, listen to the podcasts on recruiting staff and leading your organization in the Organizational Culture Click & Go.

A Little Weeding and a Lot of Joy

Your summer learning garden can produce glorious blooms — just be sure to use your continuous improvement process to weed out ineffective practices. See the Y4Y Continuous Improvement Planner and the Continuous Improvement Process Diagram for more information. At the end of the summer session, bring everyone together to celebrate your garden’s bounty!

Other Y4Y Resources

Summer Learning Initiative. Get inspiration, ideas and tools from this two-year Department project.

Summer Learning Course: Implementation Strategies. See Step 4: Logistics, Planning Professional Development.

Managing Your 21st CCLC Program Course. Find the information and tools every program director needs.