Common Problems for Aftercare Programs-How Childcare Software Can Help

Aftercare or afterschool programs have proven to be of significant value to low-income and low-performing student populations, but they have several roadblocks to implementation, recruitment and continued operation.

A study by the nonprofit organization Public/Private Ventures found five distinct areas challenging aftercare programs and describes methods used by some study participants to battle each issue. In many cases, childcare management software can decrease the impact of some of these challenges and even provide support for implementation, innovation and operations for aftercare programs.

Access to Space

The first hurdle to clear for any program is access to space for its activities. School buildings provide several advantages.

• They are already built and functional.
• They are appropriate for a wide range of activities.
• There is ready access to potential participants.
• The program appears more legitimate to parents if offered in a familiar education setting.
• School buildings include large spaces such as gymnasiums, smaller classrooms and provide access to a library and computers.

Unfortunately, not every school can accommodate additional programming.

• Overpopulated schools already use the facilities heavily during normal hours, increasing maintenance and custodial needs and stretching already thin resources.
• Some school areas are frequently used after school by students, teachers, school administration or other groups with first priority.
• The appropriate type of space required for an activity may not be available.
• School administration may lack trust in program staff.

School funding is a perennial issue in most large school districts. The need for added maintenance, repair, and/or security draws from the available budgetary pool, leaving little for new programs, equipment and supplies.

Determining Programming Needs

- What programming will provide the most successful outcome?

Some programs focus on academics; others provide enrichment activities such as music, art, and drama. A few focus on athletics. Overall, a holistic approach that includes both academic and enrichment activities that support the whole child provides the most impact on future success.

- Who is the target recruit for this program? Will it be only for disadvantaged children or all children?

All of these questions should be answered before planning continues. For each option, there are different financial, social and implementation challenges from reaching those most in need of the program to providing activities that drive participation.

Encouraging Enrollment and Participation

Recruiting and creating awareness for afterschool programs remains an issue, particularly in low-income areas. Connecting with single-parent homes and homes where the parents work after hours can be difficult. Notifications sent home with the child are less likely to make their way into a care-giver's hands, and there is less likelihood the home has a reliable internet connection or a computer.

Many programs attempt personal engagement, visiting community centers and low-income housing facilities to sign up participants and show parents the type of programming available for the children, including how it will help the child in the future.

Some programs and schools tried a referral system but noticed that students receiving a referral tended to be stigmatized by others. Other potential recruits that were difficult to reach included students who simply “didn’t like school.” Success was found when the program stressed its association with a group other than the school, such as the Boys and Girls Club or the YMCA/YWCA.

Older children from age eleven into their teens are a particular challenge. Most of them have more freedom, busier schedules and more responsibilities than younger children. Several approaches have been successful in increasing enrollment among this group.

• Charging an activity fee to improve commitment to attend.
• Allowing teens to organize and participate in special events such as a neighborhood cleanup, running their own club, or working with other youth as tutors or mentors.
• Flexible open-door policies that allow attendance when possible.
• Leadership opportunities and loose guidance to encourage autonomy with a safety net.
• Assistance for job readiness and placement for older teens.

The biggest challenge for aftercare programs may be attracting those who may be in most need. The most disadvantaged students may be out of the loop, making it less likely they would hear about the program. If they are behind in school, have spotty attendance records, receive frequent detention, or lack home-support, they may opt-out of anything related to school. Others may not feel comfortable attending or may miss the message due to lack of English speaking skills or extreme poverty.

Transportation

The most problematic of all issues is the ability to provide affordable, safe transportation home at the end of each day. The availability of transportation impacts the hours of operation and who can participate. Those within walking distance have some advantage unless they must return home on foot after dark.

Transportation costs are often the last item on the planning agenda if it is addressed at all when putting together an aftercare program. Many school districts restrict bus usage to academic and sports usage and do not consider an aftercare program to meet the provisions of either use.

Public transportation is only a partial remedy. Safety concerns for younger participants decrease the feasibility of using public transport.

Two options are available to resolve the issue.

1. If a program only serves the neighborhood, where everyone is within walking distance, transportation needs are significantly mitigated. However, the school and program would need to be willing to allow participation of non-students. Recruitment and outreach are more difficult while some teachers or staff may not be as invested in teaching children who are not “their” students.
2. A program that only serves the students of the school will have an easier time recruiting and with outreach but will leave out eligible children who do not attend the school but are part of the community.

Funding

At the heart of the difficulty for most aftercare programs is the availability of funding. It has remained stagnant or decreased even as the population increased. Lack of funding has caused programs to make changes due to costs.

• The program closes due to lack of funding.
• The program serves fewer children.
• It reduces staff hours.
• It cannot offer competitive pay to attract and retain qualified staff.

Decreasing the cost of operating an aftercare program and obtaining actionable data can help an aftercare program build support. Childcare software can help.

The Benefits of Childcare Management Software for Aftercare Programs

Childcare software helps afterschool programs in a variety of ways.

• Web-based communication and scheduling increases the flexibility of enrollment and streamlines communication to parents.
• Staff-to-child ratios are easy to manage with real-time data and reporting.
• Invoicing, billing and payment processing are automated, freeing the hours previously spent on administrative tasks.
• Data acquisition and analysis provides reports that support requests for funding and financing as well as illustrating the value of the program.

Aftercare programs have provided clear historical benefits for underprivileged youth and other at-risk groups. Access to space, programming, recruiting, transportation, and funding are all issues that can make or break a program.

With childcare management software and a dedicated team, these obstacles can be overcome, and every child in need can be ready for a better life.