June 20, 2018

Many site coordinators describe feeling frantic as they wrap up the school year and sprint into summer trying to get things ready at the last minute. Sound familiar? Y4Y can help: Over the past two years, 40 programs across seven states have engaged in structured planning to increase the quality and intentional design of their summer programs and end the summer sprint. Now, you can use their process and learn from practitioners like you across the nation.

The Summer Learning Initiative section of the Y4Y website presents a seven-step process for planning a high-quality summer program. Starting the September before, you will follow a path that begins with building your program team and concludes with reflecting on successes and ways to continuously improve. And, believe it or not, the planning process will have you completely ready for summer before the school year ends!

You can start by downloading a comprehensive Program Implementation Planner to support your planning process. The planner will keep you organized and on schedule while helping you capture important details. It’s also useful for orienting new program leaders, and for getting a head start on planning future summer learning. (Try using it in Google Sheets to achieve a truly collaborative team experience.) As you scroll down the page with the Planner, look for the helpful Sample Planner and and the User Guide, and listen to a podcast that will walk you through the planner tab by tab.

Y4Y’s Summer Learning Initiative section describes each planning step in detail, offers downloadable tools and resources, and provides engaging videos to give you a peek into the experiences and programs of the participating sites. If you missed the Summer Learning Series of webinars, you can access the recordings to help launch your planning. To avoid the dreaded last-minute sprint, start now, and you’ll spring into next summer feeling stress-free and ready for a season chock full of exciting learning!

Seven Steps to a High-Quality Summer Program

1. Build Your Planning Team
2. Conduct a Needs Assessment
3. Set SMART Goals
4. Plan Your Logistics
5. Intentionally Design Activities
6. Intentionally Recruit Students
7. Continuously Improve Your Program

June 20, 2018

Do you wake up each morning with a new brilliant idea for your program? That’s wonderful! But when was the last time you encouraged your program team to bring their ideas to the table? Try these strategies to bolster professional learning this fall, and you’ll set the stage for teamwork and creativity.

1. The spontaneous yes. The next time you hear a team member introduce a good idea with “I wish…” or “If only…,” respond with an enthusiastic “Yes! Terrific idea!” Follow up by asking them to start thinking of ways to make it happen. Offer to put the idea on the agenda for a future team meeting so they can get input from others and develop the idea further. Your encouragement and support might be just the push they need to get the ball rolling.
2. Virtual brainstorming. These sessions often start in real time during team meetings and move to a virtual (online) space with a "ticking clock" deadline (usually 1 to 5 days). This approach gets even the most shy or reluctant team member to participate. Team members can add to one another's ideas during the virtual brainstorming session but refrain from evaluating or criticizing ideas. No decisions are made until after the deadline.
3. The “what if” game. Invite your team to reflect on this question: “If money and resources were not an issue, what program practice would you add, change or get rid of, and why do you think it would make a positive difference?” Once everyone’s ideas are on the table, challenge the team to “think outside the box” about possible ways to make their best ideas come true. (You could use the “virtual brainstorming” process to play this game.) 

June 20, 2018

You developed a high-quality summer learning program for your students and worked with your staff to design a continuous improvement process. Now, how do you ensure the plan is being implemented with fidelity (in other words, implemented as planned)? The Y4Y Summer Learning course tools and resources can help you monitor to stay on track.

Observations

Use Y4Y’s Observation Checklist to observe academic and enrichment activities. Are you doing what you said you would do? If you planned on a student-to-teacher ratio of 10 to 1 but ended up at 18 to 1, this difference is likely to impact your outcomes. Observations are one way to track important areas of implementation so you can make modifications along the way, assess outcomes and plan for future programming. Make sure to visit all the activities, spread observations across the summer, and observe transition and dismissal times.

Feedback

Students and families are your “customers” and you want to know how well your program meets their needs. Surveys are effective and easy ways to find out. The Y4Y Summer Learning course has sample surveys for families and students that you can customize to your program. Administer them in person or online through Google Forms, which collects your feedback into a spreadsheet. Be sure to schedule time with your program team to discuss the results and follow-up action steps. Feedback is only valuable if it leads to action.

Continuous Improvement

If you used the Y4Y Summer Learning course, you have already developed a continuous improvement plan. If not, download the Continuous Improvement Process Diagram and Continuous Improvement Planner to get started. The Continuous Improvement Planner helps to keep you on track with goals and outcomes. As you complete each data collection window, analyze your data and record outcomes. Take time to discuss why you met or fell short of your goals (or exceeded them!) and consider implications for the coming school-year program.

Celebration

Many programs plan a culminating event to showcase summer activities and student achievements. With students and staff, plan a fun event that will engage families while giving students a chance to show off their learning and express themselves. You might add a reflection element such as an open discussion about what worked well and what could be tweaked in the future. Review results from your observations and stakeholder surveys, and discuss your continuous improvement plan. Celebrating with your students and staff is the perfect way to wrap up an amazing summer.

May 21, 2018

Your 21^st CCLC program can demonstrate success with two major indicators: student growth and student/family satisfaction. You can define both indicators in your continuous improvement plan and collect data to determine progress. When you recruit students and family members at the start of a new program session, you want to demonstrate that students will love the program activities, and that your program nurtures the whole child.

How do you accomplish that? The answer is simple: use data.

Yes, numbers can seem dry and boring. But, when you collect the right information and connect the dots across data points, magic happens — you tell a story! The U.S. Department of Education’s Y4Y technical assistance team is ready to help you weave your data into a compelling narrative with a showcase webinar and three-part web series that kicks off on June 14. Attend these sessions and you will be able to show the world that your program delivers academic enrichment with safe, supportive relationships and smiles all around.

Showcase Webinar:

Data! What is it Good for? Absolutely EVERYTHING! 

June 14, 2018, 1 p.m. - 2:30 p.m.

Join the U.S. Department of Education's Y4Y team to learn how to do the following:

• Identify the components of a logic model and use the model to plan with the end in mind.
• Describe the steps of the continuous improvement process.
• Brainstorm strategies for reaching out to present and potential partners using program and outcomes data.
• Use Y4Y tools and resources to support telling your story through data.

Register now.

Follow-Up Web Series, Dates TBA

This three-part web series will dive deeply into the following components: planning with the end in mind, interpreting data to make decisions, and crafting a story with your data.

Virtual Session 1: My Data Path

Planning with the end in mind transforms your data collection from haphazard and compliance-based to purposeful and meaningful. In this session, learn how to illustrate a plan for program outcomes using a logic model. With the model and other Y4Y resources, learn to build a clear path toward desired outcomes. This session will prepare you to do the following:

• Use data to set SMART goals to plan intentional activities.
• Use tools to collect needs assessment and outcome data.
• Develop a logic model.
• Implement with fidelity.

Virtual Session 2: Drawing Conclusions From Data

In this session, learn how to interpret outcome data and make timely, informed decisions. Consistent monitoring and responsive adjustments will ensure an authentic and positive story that describes successes and challenges. This session will prepare you to do the following:

• Reflect on goals and understand why they were or were not met.
• Plan for improvement if necessary.
• Complete a reflection chart.

Virtual Session 3: Crafting a Compelling Narrative

Compelling and effective storytelling techniques will be paired with data analysis to translate a program’s progress into a captivating narrative. This session will prepare you to do the following:

• Describe the successes and challenges you faced in reaching your goals.
• Use Y4Y tools to develop your narrative.
• Present your story in a compelling narrative.

May 4, 2018

Guest blogger: David Mazza, Y4Y Educational Technology Specialist

If someone mentions summer vacation, do you picture yourself on a sandy beach with an adventure story in hand? Nothing wrong with that! But the laid-back days of summer can also be a time for online adventures in professional learning. Here are four ways technology can make professional learning feel like play.  

Easy listening. Podcasts let you explore topics and perspectives without investing a lot of time. TED Talks, for example, last 18 minutes or less. Plus, podcasts are free and available on demand, so you can listen as you pack your bags and head out for that beach vacation. New to podcasts and not sure where to start? Google topics of interest (e.g., afterschool, youth development, education, teaching, career development) plus “podcast.” Hint: Try the short podcasts in each Y4Y Click & Go for professional learning specific to 21^st CCLC programs.

Social hour. You can use social media to connect with educators from around the world. If you’re on Twitter, search the hashtag #MTBoS, and you’ll find the MathTwitterBlogosphere. Thousands of math teachers follow the site, contribute ideas, share resources and suggest activities. It’s a terrific place to ask questions, swap stories and get inspired. If math isn’t your thing, use Twitter’s search feature to find sites related to your professional interests, from art to productivity to zoology. 

App time. Downtime? Download an app you’re curious about. Some have interesting features with multiple uses. For example, you could try using SurveyMonkey to poll family members on where to meet for dinner. If you like the way it works, maybe you’ll decide to survey your colleagues on which professional development book or class to try next. Could the app be useful on the job — for example, to poll students about their interests? Experimentation is the gateway to ideas and expertise!

Virtual expeditions. Stuck at home? Broaden your knowledge of science, culture, history and more with a virtual tour of a city, beach, mountaintop, museum or campus. Speaking of campuses, the Y4Y professionalization resources page has a clickable map of higher education opportunities relevant to out-of-school time careers and ongoing professional development. Free Y4Y courses are available anytime you want to explore topics like citizen science, continuous education or project-based learning. Take a virtual expedition on Y4Y and explore the possibilities.

Skywriting. Unless you and your colleagues are all on the same beach, here’s one more way to use technology for summer learning — to stay in touch via your favorite messaging platform. Keep one another revved up about learning by sharing tidbits of interest from books you’re reading, messages of encouragement and links to blog posts like this one (hint, hint). Happy summer!