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Back to School: A Program Facilitators Checklist

Back to School: A Program Facilitators Checklist

The back-to-school season is an exciting time for afterschool leaders, as it marks the beginning of a new academic year filled with opportunities for growth and learning. To ensure a smooth and successful start to your afterschool program, it's essential to have a well-organized checklist of items to tackle. Take a look at this comprehensive program facilitator's checklist to help you kick off the school year with confidence.

  1. Review Your Program's Mission and Goals

    • Start by revisiting your program's mission and goals to ensure that your activities and initiatives align with your overarching purpose.
  2. Update Registration Forms

    • Update and distribute registration forms to gather necessary student information, emergency contacts, and any medical or dietary requirements.
  3. Prepare Student and Staff Handbooks

    • Create or update student and staff handbooks with program policies, expectations, and safety protocols. Make sure they are easily accessible to everyone involved.
  4. Staff Training and Development

    • Organize training sessions for your staff to review program goals, safety procedures, and best practices in working with students.
  5. Establish Clear Communication Channels

    • Set up effective communication channels with parents, guardians, and students. Consider using email, newsletters, and social media to keep everyone informed.
  6. Secure Required Materials and Supplies

    • Ensure you have all the necessary materials and supplies for your program activities. This may include art supplies, textbooks, computers, and recreational equipment.
  7. Safety Protocols and Emergency Plans

    • Review and update safety protocols and emergency plans. Conduct fire drills and practice other safety procedures with your staff and students.
  8. Curriculum Planning

    • Develop or update your program's curriculum to align with the school's academic goals and standards.
  9. Student Assessment Tools

    • Prepare assessment tools to track student progress throughout the year. These could include pre- and post-assessments, rubrics, and observation forms.
  10. Parent and Guardian Engagement

    • Plan activities and meetings to engage parents and guardians in their children's afterschool experience. Communication and involvement are key to a successful program.
  11. Health and Wellness Initiatives

    • Promote physical and mental health by organizing fitness activities, healthy snacks, and wellness programs for your students.
  12. Diversity and Inclusion Training

    • Ensure your staff is trained in diversity and inclusion practices to create an inclusive and welcoming environment for all students.
  13. Budget and Financial Management

    • Review and manage your program's budget to ensure you have adequate resources for the year ahead.
  14. Community Partnerships

    • Strengthen your relationships with community partners who can offer additional resources and support to your program.
  15. Evaluation and Continuous Improvement

    • Plan for regular program evaluations and data collection to track your program's impact and identify areas for improvement.

Starting a new school year can be a whirlwind of activity, but with a well-organized checklist like the one provided above, you'll be better equipped to handle the challenges and ensure a successful afterschool program. Remember, effective communication, thorough planning, and a commitment to your program's mission are key ingredients for a productive and enriching year ahead. Here's to a fantastic school year!


If you are struggling with staying organized, writing policies, or need help with program management for your program be sure to schedule a FREE call to discuss how TRAC can support your efforts. 

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