Chapter 5: Sustaining and Leveraging Funding

For administrators of California afterschool programs, the pursuit of sustainable funding often feels like trying to solve an impossible equation. While the state provides substantial support through grants such as ASES, 21st CCLC, and ELO-P, the day-to-day reality of managing these resources—each with its own compliance requirements, reporting deadlines, and spending restrictions—can create a maze of complexity that few traditional guides acknowledge. Balancing rigorous grant requirements, maintaining attendance targets, addressing rising operational costs, and forming community partnerships (all while keeping program quality at the forefront) can feel like juggling too many priorities at once. This chapter explores strategies for navigating these hidden complexities and outlines practical steps to build a stable financial foundation for your afterschool program.

Meeting Grant Renewal Requirements and Demonstrating Impact

Sustaining your program’s funding begins with rigorous compliance with grant requirements and a commitment to continuous quality improvement. For example, many state-funded programs—including those under the After School Education and Safety (ASES) initiative—operate on three-year cycles that require a comprehensive Program Plan. This plan must be developed collaboratively with parents, teachers, and community partners to clearly articulate goals, expected outcomes, and strategies for maintaining essential metrics.

Continuous Quality Improvement (CQI) and Quality Standards

California’s 12 Quality Standards for Expanded Learning Programs provide a detailed framework for ensuring program excellence. Under state law, including SB 1221, all state-funded expanded learning programs are required to engage in a structured CQI process. Incorporating regular self-assessments, site observations, and stakeholder surveys into your planning not only helps refine the program but also builds a strong case for grant renewal.

Collecting and reporting on both quantitative outcomes—such as improved attendance rates (with a requirement to maintain at least 85% of target attendance across consecutive years) and increased test scores—and qualitative data like student and parent testimonials creates a robust narrative of impact. For example, research shows that students in ASES programs tend to have better school-day attendance and higher on-time grade promotion rates.

Common Pitfall
Focusing solely on quantitative data can leave decision-makers unaware of the human stories driving student success. While attendance rates and test scores are critical, don’t neglect to highlight personal testimonials and qualitative insights.

Examples of Successful Program Plans

• Community Co-Creation: One coastal district convened a monthly stakeholder meeting during the development of their Program Plan. Parents, teachers, and local business representatives offered feedback on everything from the daily schedule to staff training priorities. By blending these voices into a unified narrative, they secured a multi-year grant renewal with high marks for community engagement.

• Real-Time Adjustments: Another large urban district used rolling surveys of student satisfaction and attendance trends. This enabled them to make small mid-year improvements—such as adding a coding club—before submitting their annual data, signaling to funders that they could adapt quickly while keeping attendance high.

Diversifying Your Funding Portfolio

While state and federal grants form a critical base, relying solely on one of them can be risky. Policy shifts, changes in student population, or even new attendance requirements can upend your funding if it’s all in one basket. A diversified strategy protects against these uncertainties.

Leveraging District and External Resources

Many administrators align afterschool efforts with Title I or other district academic support funds. For instance, a district might use Title I dollars for tutoring, freeing up ASES or 21st CCLC grants to cover enrichment, STEM clubs, or arts programming. This “braiding” of funds allows each source to fulfill its unique purpose without overburdening any single grant.

Integrate new funding sources—like the Expanded Learning Opportunities Program (ELO-P)—with ASES and 21st CCLC dollars. By doing so, you can use ELO-P dollars to cover specific expenses or expand service hours, meeting local match requirements without depending entirely on a single source.

Dedicated Local Funding Models

One innovative approach is the dedicated local funding model used by San Francisco. Through a dedicated Children and Youth Fund, a portion of local tax revenue is reserved specifically for youth services, including afterschool programming. This model provides a predictable, locally controlled revenue stream that reduces the uncertainty of annual budget battles.

Engaging Business and Community Partnerships

Partnering with local businesses and community organizations can bring more than just dollars to your program. These relationships offer in-kind resources, volunteer support, and deeper connections to the community. If you haven’t done it before, forming and maintaining these partnerships adds another layer of administrative work that can feel daunting.

Concrete Examples and Strategies

Look to real-world examples for inspiration. In Ridgecrest, California, several local restaurants sponsored a Lights On Afterschool event by donating food, promotional space, and gift certificates. Similarly, in Missouri, one business made a significant donation of computer equipment after a student event garnered media attention. Such contributions not only reduce costs but also boost community visibility.

To streamline engagement with the business community, consider forming an advisory board that includes local business leaders and parents. This committee can identify sponsorship opportunities and serve as a bridge between your program and potential funders.

Collaborate with community organizations like the Boys & Girls Clubs, YMCAs, or local arts and STEM nonprofits. These partnerships can bring in additional funding, in-kind resources, or volunteer support. Joint grant applications or shared fundraising initiatives can significantly broaden your funding base.

Reality Check
Community partnerships aren’t instant solutions. They require relationship-building, clear agreements, and routine check-ins. Whether it’s a single sponsorship or a multi-year partnership, expect to invest time up front to ensure alignment on goals and expectations.

Creative Fundraising Strategies: Beyond Traditional Grants

Supplementing grant funds with creative, community-driven fundraising is essential for long-term stability. By engaging your community through various events and digital initiatives, you not only raise funds but also build a network of program advocates.

Event-Based and Digital Outreach

Host annual events such as student showcases, carnivals, or science fairs. These events can be designed as both fundraisers and opportunities for the community to witness your program’s impact firsthand. In addition, participating in events like Lights On Afterschool—by turning the event into a mini-fundraiser—can attract both donations and sponsorships.

Use social media to share authentic stories of student success. Videos and before-and-after case studies are powerful tools for engaging donors. Consider setting up a dedicated donation page on your district website or launching a crowdfunding campaign for specific projects.

Encourage parent-teacher organizations (PTAs) and booster clubs to support your program with targeted donation drives. Alumni can also serve as enthusiastic donors and advocates, helping spread the word and even volunteering their time.

A few quick-reference tips:

• Host fun, family-friendly events to build community support.

• Utilize online platforms to communicate specific funding needs.

• Publicly recognize contributions to encourage ongoing engagement.

Exploring Fee Models as Supplemental Revenue

Some districts have found that carefully implemented fee models can provide a modest, steady income stream—so long as access is never compromised.

Fee Model Examples

• Sliding-Scale Fees in Mixed-Income Communities: Berkeley Unified’s “Berkeley LEARNS” program uses a sliding-scale fee model, ensuring that families contribute according to their income while offering waivers for those unable to pay. This approach not only generates additional funds but also reinforces a sense of community investment.

• Low Flat Fees for Consistency: In Sunnyvale, a low flat fee model has been successfully implemented to maintain a supplemental revenue stream without burdening families. This model works particularly well in communities where a majority of families can contribute modestly.

Policy Engagement and Advocacy

State policy continues to shape the funding landscape for afterschool programs. Engaging in policy discussions and advocacy is crucial for ensuring that funding rates and requirements remain fair and supportive.

Key Policy Insights

Proposition 49 has guaranteed ongoing funding for afterschool programs, with ASES programs receiving over $700 million annually. However, despite this significant investment, current ASES/21st CCLC daily rates average around $10.18 per student—a figure many argue is insufficient given rising costs.

Organizations like the California Afterschool Advocacy Alliance (CA3) are pushing for regular cost-of-living adjustments and extended flexibility on attendance metrics. Staying informed about these policy debates—and even participating in advocacy efforts—can help shape a more supportive funding environment.

By routinely sharing data and success stories with policymakers, school district leaders can help demonstrate the essential role of afterschool programs in educational and community development.

Utilizing District and External Resources

Maximizing available resources goes beyond securing external funds; it also involves leveraging existing district assets and forming partnerships with external organizations.

Practical Examples

• Integrating Tutoring with Academic Interventions: Some districts have successfully coordinated afterschool programs with district-funded academic support initiatives, such as small-group tutoring funded by Title I or learning loss mitigation dollars. This integrated approach ensures that grant funds are used primarily for enrichment, while academic support is sourced from other district funds.

• Partnerships with AmeriCorps and Local Universities: Collaborating with organizations like AmeriCorps or local universities can provide valuable volunteer support in the form of tutors and mentors. Such partnerships not only stretch your budget by reducing the need for paid staff hours but also enrich the program’s offerings with additional expertise and energy.

Strengthening Your Program’s Financial Foundation

Sustaining and leveraging funding for a California afterschool program is undeniably challenging. You’re dealing with tight compliance timelines, blending multiple funding streams, and stretching every dollar to meet the needs of your students. However, you can turn these challenges into opportunities for growth and innovation:

• Meet Rigorous Grant Requirements by using structured CQI processes, robust data, and community co-creation to strengthen your renewal applications.

• Diversify Your Funding with district collaborations, dedicated local funds, and braided financing that targets the unique strengths of each grant.

• Build Community Partnerships through local businesses, nonprofit alliances, and advisory boards that bring new resources and relationships.

• Mix Creative Fundraising Tactics—from celebratory events to digital crowdfunding—to engage and expand your donor base.

• Stay Engaged in Policy Advocacy to ensure that reimbursement rates and regulations keep pace with rising costs and community needs.

Every partnership forged, every data point collected, and every community story shared is an investment in the future of your students and the broader community. Despite the complexities, a well-rounded and strategically managed funding plan can ensure your program not only survives annual budget cycles but truly thrives as a cornerstone of community support and academic enrichment.

Chapter Summary

Securing sustainable funding for California afterschool programs requires moving beyond sole reliance on major grants like ASES, 21st CCLC, and ELO-P. This chapter outlines practical strategies for building financial stability through diversification while maintaining program quality. While these federal and state grants provide essential base funding, the chapter emphasizes that depending exclusively on them creates vulnerability to policy shifts and changing requirements. By developing multiple funding streams—including district resources, business partnerships, creative fundraising, and fee models—administrators can create a more resilient financial foundation. The chapter highlights successful examples of community engagement, strategic partnerships, and policy advocacy that have helped programs thrive despite funding challenges. By leveraging existing resources, forming strategic alliances, and staying engaged with policy developments, administrators can transform funding challenges into opportunities for program growth and innovation while maintaining their focus on student outcomes.

Key Takeaways

• Successful grant renewal depends on rigorous compliance with requirements and a structured Continuous Quality Improvement (CQI) process that incorporates California’s 12 Quality Standards for Expanded Learning Programs.

• Diversifying funding sources—by braiding state grants with district resources, community partnerships, and supplemental revenue streams—creates financial stability and protects against policy shifts or changes in student population.

• Building relationships with local businesses and community organizations provides more than just financial support; it brings in-kind resources, volunteer support, and increased community visibility.

• Creative fundraising strategies, including event-based initiatives and digital outreach, can supplement grant funding while simultaneously building a network of program advocates.

• Staying informed about and engaged in policy discussions is essential for ensuring that funding rates and requirements remain fair and supportive of program needs.

• Leveraging existing district assets and forming partnerships with external organizations like AmeriCorps or local universities can maximize available resources and enrich program offerings.

Action Checklist

• At your next staff meeting, ask team members to suggest local businesses they have connections with that might support your program through in-kind donations or volunteer time.

• During your next conversation with district leadership, ask which Title I resources might be available to complement your afterschool academic support activities.

• See if you can identify one upcoming community event (like Lights On Afterschool) where your program could increase visibility with potential partners and supporters.