It is hard to believe there is less than one month of summer left before school starts! For those of us working in the out-of-school-time field, it is a period of push and pull. While we are still knee-deep in our summer programs, our brains are already being drawn into planning for the fall. We are simultaneously winding down and ramping up. The result often feels like a spinning head!
In order to help you calm some of the chaos, this post offers a quick checklist of fall-planning activities you may want to start working on. If it helps, go ahead and put a “due date” by each of the activities, to help you spread out the workload over the next weeks. If you have coworkers who can help you with some of the activities or deliverables, put their names down by the item and spend this week asking them for support.
O Update your 2012-2013 program application and distribute it.
O If you have already sent out your application, do a push to get applications back (phone calls, email blasts, post flyers).
O Update your program acceptance letter.
O Once your 2012-2013 has passed and you have received enough applications, contact families to let them know their children have been accepted and send out your program acceptance letter.
O Update and include any necessary paperwork for families to fill out in the program acceptance letter (e.g. emergency forms, field trip forms, important program dates, etc.)
O Plan a family orientation and inform families of the day(s) and time(s). You may want to hold more than one orientation to accommodate the busy schedules of your families.
Staff Hiring and Professional Development:
O Revise your job descriptions for any open positions, post, and begin interviews.
O Plan a staff orientation, put it on the calendar, and inform staff of the dates and times.
O Pick weekly or monthly staff meeting times for the year (e.g. Tuesdays from 1-3pm), and put it on a calendar along with other important program dates. Send the calendar out to staff so they can plan ahead.
Program Schedules and Activities:
O Review any participant surveys and plan out classes and special program activities for the fall.
O Create a program schedule that you can share with families and staff.
O Create a list of materials that you will need to purchase before the start of program in order for activities to run smoothly.
O Update sign-in/out sheets, lesson plan templates, and any other paperwork that staff are required to complete for program activities.
Hopefully using this list will help you feel more organized and less panicked about winding down while ramping up! Upcoming posts will delve into some of the checklist areas in more detail. In the meantime, if you have a specific area you would like me to address, or a suggestion for something to add to the list, post a comment or send an email!