How to Secure ASES Funding for Afterschool Programs

Want to create a thriving after school program that makes a real difference in your students' lives? Securing funding is essential, and California's After School Education and Safety (ASES) program can help. Operating a successful program requires careful planning and sufficient funding for staffing, supplies, and engaging activities. ASES offers crucial financial assistance, providing up to $152,612.13 for elementary schools and $203,482.84 for middle schools annually for the 2023-24 fiscal year (see the California Department of Education's (CDE) website for the most up-to-date funding rates).

To secure ASES funding, your program must meet specific quality standards, including maintaining a student-to-staff ratio of 20:1 or lower, meeting state staff qualification requirements, and providing a well-rounded program. This includes academic support, enrichment activities, physical exercise, and nutritious snacks. Programs must also operate for at least 15 hours per week and remain open until at least 6:00 PM each school day.

This guide is your roadmap to navigating the ASES application process successfully. From eligibility and documentation to crafting a strong program plan, this guide will help you increase your chances of securing funding and provide the best possible experience for the students you serve.

Essential ASES Requirements

As stated above, your program must operate for at least 15 hours per week and remain open until 6:00 PM each school day while maintaining a student-to-staff ratio of 20:1 or lower. This ratio helps ensure students get individual attention and creates a safe environment.

Additionally, there are specific staffing qualifications your program must meet. Site Coordinators require 48 college units or two years of experience in afterschool programs. Program Leaders need a high school diploma and must fulfill district aide requirements. All staff members must possess current CPR and First Aid certifications to ensure student safety.

For the program's structure, consider that a well-rounded program should include homework help and tutoring, educational activities aligned with students' classroom learning, sports or exercise, and nutritious snacks. To look deeper into the importance of enrichment activities and their impact on student learning, explore our blog post on best practices in school enrichment. Additionally, we have an informative article discussing the role of physical activity in afterschool programs, highlighting its benefits for students' well-being and development.

Ensure your educational activities complement classroom lessons. For example, STEM projects can reinforce math and science concepts through hands-on interaction, while reading circles enhance language arts skills. Afterschool programs can be even more effective when they cater to different ways children learn – whether that's through visual aids, hands-on activities, group projects, or independent study. And don’t forget to involve the students’ bodies by offering a variety of physical activities, such as organized sports, dance classes, or supervised playground time.

For snacks, maintain a food service log to track what you serve and how many students participate. Common snack combinations include apple slices with string cheese or carrots with whole-grain crackers. Save your shopping receipts for documentation.

Building a Strong Application

To create the most compelling application and give your program it’s best chance, gather all necessary staff paperwork, including proof of certifications, and develop detailed daily schedules three months before the deadline. Two months before, create a comprehensive budget outlining how funds will be allocated. One month before, secure matching fund letters. For every $3 of ASES funding, a $1 match is required from other sources, such as your district, grants, or partners.

As much as possible your budget should include specific details. Break down staff costs by role and hours worked. Include supply costs for each activity type, such as academic materials, sports equipment, art supplies, and basic operational supplies like printer paper and cleaning items. Ensure your budget aligns with each planned activity. Additionally, consider leveraging in-kind support from your school district, like using school facilities, or volunteer hours from parent organizations for matching funds. Document all matching funds with official letters that include the dollar amount or value, specific dates, and an authorized signature.

Keep in mind that common application errors often include missing staff certifications, incomplete daily schedules, or unclear budget numbers. Double-check your application for completeness and accuracy.

Proving Program Success

To prove your program works, establish a daily routine for tracking student participation. Take attendance when students arrive and consider implementing a secondary check-in at each activity. Create a simple form for homework completion, noting the subjects students worked on and whether they required additional help.

Regularly review your monthly reports to identify trends and areas for improvement. Observe patterns in attendance, such as lower attendance on Mondays or an increased need for math support on Wednesdays. Use this data to adjust your program accordingly. ASES requires quarterly attendance reports. Begin tracking attendance early, recording the total number of students served, average daily attendance, and activity participation rates.

Setting Your Program Up for Success

Finally, invest time in staff training and supervision. Schedule at least two training sessions before the first students arrive. One session should cover fundamental procedures, including attendance taking, safety protocols, and daily schedules. The second session should focus on effective activity leadership and strategies to engage students. Provide opportunities for staff to practice using attendance forms and activity logs.

As much as possible, develop contingency plans for common challenges, such as staff absences and inclement weather. Document and share these plans with your team and update them as needed based on their effectiveness.

Maintain regular communication with your staff to address issues promptly. Begin with weekly meetings, transitioning to monthly meetings once operations stabilize. Encourage staff feedback on program successes and challenges.

Securing ASES funding is an investment in the future of your students and your community. By diligently following these guidelines, not only can you increase your chances of a successful application, but you'll also lay the foundation for a thriving afterschool program that provides a safe, enriching, and supportive environment where students can learn, grow, and reach their full potential.