Infrastructure for Successful Programs

This section offers resources on setting up the structure of your program including funding, staffing, planning, student outreach and recruitment, leader buy-in and evaluation.

Funding

There are many possibilities for funding summertime programs. Included here are a few ideas, including links to guides and documents for summer program funding and a sample budget.

Rough Draft Budget Planner for One or Two Week Program

Career Pathways Trust:
- www.cde.ca.gov/ci/ct/pt
Summer School Funds:
Private grant funds in local communities:
- Healthcare organizations
- Civic organizations
- Large corporations may have a community benefit department
Municipal department of local agencies may set aside funding or seek grants from trade associations

Funding request to a grantor (Yolo County)

Staffing & Roles

Coordinating staffing and responsibilities to implement GEY programs is essential. There should be a point person assigned to manage coordination of the project. Here you will find resources to help you think through different roles and responsibilities.

Responsibiliites of a Coordinator (Sacramento example)Sample Teacher Description (Sacramento example)Social Worker Description (Sacramento example)Draft Descriptions of duties for SACH (Elk Grove)Sample expectations and scope of Work (Sacramento example)Roles and Responsibilities Flyer (Yolo County)

Program Planning Timeline and Milestones

Use these resources to help you think through the appropriate steps and program planning for implementing a youth-civic engagement effort.

Staff Responsibilties and Assignments - Program Planning Document (Yuba City)

Draft Work Plan of Staff Responsibilties and Assignments (Sacramento)Program Timeline Map (Sacramento)

Student Outreach and Recruitment

A summertime, after-school or in-school program will benefit youth if they are able to participate and are aware of the opportunity. When starting or scaling-up a model consider outreach techniques and ask for help. Here are ideas from youth who have participated in summertime programs:

Use peer mentor programs to spread information about local governments to youth
Making Instagram/Facebook pages for local governments to promote themselves and their programs
Have teachers or school administrators promote the programs that the local government is putting on
Guest speakers (staff and elected officials) can make classroom presentations on behalf local government agencies
Target classes, communities or programs that typically have under-represented youth
Provide incentives to join a program, including paid or unpaid internships, work experience, free rides to/from the location, and shadowing opportunities for career choices selected by youth
Clearly communicate about the application process to leave little room for confusion or ambiguity

See Youth Recruitment Strategies to learn more.

Tools for outreach and application processes:

Leaders and organizational newsletters are great ways to get the word out about summer models and all youth engagement opportunities. Pictured here are sample social media messages about West Sacramento’s police and fire academies.

Sample social media from Mayor Cabaldon and flyer communications