CAN Educational Program Monthly Checklist

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After School Program Location

Arrowwood HillsBrickBryantCreekside CourtGreen Baxter CourtHikone

Director Email

Monthly Checklist

Check the boxes that your program has completed. Some may not apply to every location.

As we use these checklists over the months, if there are items on this checklist that will never apply to your site or if there are items that aren't here you think should be for your site, please let Louey and Katie know so we can update the checklist for future years. Eventually, each site can have its own custom checklist!

January

Downloadable/Printable Checklist

Communication with principal, faculty, staff:

Email educatorsReconnect with PTOFind out when DC Field Trip Info Meeting is and attend to advocate for scholarships and other means to help CAN families afford the trip

Helpful Links:

January Email Templates

Communication with principal, faculty, staff notes

Communication with parents & community:

Helpful Links:

Flyer & Sign Templates
AAATA Fare Deal Application

Communication with parents & community notes

Communication with staff & volunteers:

Host/Participate in new semester orientation for staffDirector of Volunteers continues to recruit and onboard After School Program volunteers, scheduling them in Salesforce and on site schedule spreadsheetsSend/Show appreciation to your team via cards, e-cards, complements, etc.Set up a time far enough in advance to deep clean the community center and invite team to participateRemind team of resources on CAN AcademyAsk your team if they feel comfortable sharing about CAN and what they do at CAN with their friends and family; do they have an elevator pitch?

Helpful Links:

Deep Cleaning Checklist

CAN Academy: Staff & Intern Resources

Communication with staff & volunteers notes

Special Events & Holiday Parties

Throw a community building event this month! Help families enroll their pre-school aged children into Head Start or Great Start Readiness Program (GSRP)Take pictures and record short stories about what happened at your parties and in your programs and send them to the Development Director

Helpful Links:

Holiday and Celebration Resources
Head Start & GSRP Info : Email Aaron Pressel, pressela@aaps.k12.mi.us

Special events notes

Database/Admin Summary (some items may be repeats from previous categories)

Update Active/Inactive Staff and Interns in Salesforce and on the Intern & PA ScheduleUpdate volunteer shift sign-ups (Director of Volunteers)Make sure all students who are attending program are officially enrolled in SalesforceUse Salesforce to run a report on your student emergency contact and media/photo release informationTake daily student attendanceTake daily volunteer attendanceApprove weekly and bi-weekly timesheets from every staff and intern; update time sheets outside of pay periodComplete Staff EvaluationsPrepare for another round of Youth Matrix InterviewsCheck Schoology to stay up to date with student homework and teacher communicationsDouble check Salesforce for duplicate clients from your community and merge duplicates in the databaseLog outgoing gift cards

Helpful Links:

Find links to specific trainings in downloadable checklist at the top of this section
Or, head to the Salesforce Trainings folder in Google Drive

Database/Admin notes

February

Downloadable/Printable Checklist

Communication with principal, faculty, staff:

Email & call educators, stay in touch to collaborate

Helpful Links:

February Email Templates

Communication with principal, faculty, staff notes

Communication with parents & community:

Helpful Links:

Flyer & Sign Templates
AAATA Fare Deal Application

Communication with parents & community notes

Communication with staff & volunteers:

Host/Participate in new semester orientation for staffConnect new interested volunteer candidates with Director of VolunteersSend/Show appreciation to your team via cards, e-cards, complements, etc.Set up a time far enough in advance to deep clean the community center and invite team to participateRemind team of resources on CAN AcademyAsk your team if they feel comfortable sharing about CAN and what they do at CAN with their friends and family; do they have an elevator pitch?

Helpful Links:

Deep Cleaning Checklist
CAN Academy: Staff & Intern Resources

Communication with staff & volunteers notes

Special Events & Holiday Parties

Helpful Links:

Holiday and Celebration Resources
Head Start & GSRP Info : Email Aaron Pressel, pressela@aaps.k12.mi.us

Special events notes

Database/Admin Summary (some items may be repeats from previous categories)

Update Active/Inactive Staff and Interns in Salesforce and on the Intern & PA ScheduleUpdate volunteer shift sign-ups (Director of Volunteers)Make sure all students who are attending program are officially enrolled in SalesforceTake daily student attendanceTake daily volunteer attendanceApprove weekly and bi-weekly timesheets from every staff and intern; update time sheets outside of pay periodPrepare for another round of Youth Matrix InterviewsCheck Schoology to stay up to date with student homework and teacher communicationsDouble check Salesforce for duplicate clients from your community and merge duplicates in the databaseLog outgoing gift cards

Helpful Links:

Find links to specific trainings in downloadable checklist at the top of this section
Or, head to the Salesforce Trainings folder in Google Drive

Database/Admin notes

March

Downloadable/Printable Checklist

Communication with principal, faculty, staff:

Email & call educators, visit the schools, stay in touch to collaborate

Helpful Links

March Email Templates

Communication with principal, faculty, staff notes

Communication with parents & community:

(Intern-Friendly) Check school & PTO calendar/newsletters for evening social events, communicate with families about school and CAN events with flyers(Intern-Friendly) Communicate center's closed and open hours, put up a sign for planned closures - make sure everyone knows what's expected over Spring Break this month!Eligible Washtenaw Camp Placement Association (WCPA) applicants should submit by the deadline, which is usually end of March

Helpful Links:

Flyer & Sign Templates
AAATA Fare Deal Application

Communication with parents & community notes

Communication with staff & volunteers:

Mid-Semester Check-In Review & Follow-Up: Revisit action plan(s) with team during pre- and post-ASP check-ins to ensure everyone is on the same page and working toward the same goalsConnect new interested volunteer candidates with Director of VolunteersSend/Show appreciation to your team via cards, e-cards, complements, etc.Set up a time far enough in advance to deep clean the community center and invite team to participateRemind team of resources on CAN AcademyAsk your team if they feel comfortable sharing about CAN and what they do at CAN with their friends and family; do they have an elevator pitch?

Helpful Links:

Deep Cleaning Checklist
CAN Academy: Staff & Intern Resources

Communication with staff & volunteers notes

Special Events & Holiday Parties

Throw a community building event this month! Start thinking about next month's partyHelp families enroll their pre-school aged children into Head Start or Great Start Readiness Program (GSRP)Take pictures and record short stories about what happened at your parties and in your programs and send them to the Development Director

Helpful Links:

Holiday and Celebration Resources
Head Start & GSRP Info : Email Aaron Pressel, pressela@aaps.k12.mi.us

Special events notes

Database/Admin Summary (some items may be repeats from previous categories)

Update Active/Inactive Staff and Interns in Salesforce and on the Intern & PA ScheduleUpdate volunteer shift sign-ups (Director of Volunteers)Take daily student attendanceTake daily volunteer attendanceApprove weekly and bi-weekly timesheets from every staff and intern; update time sheets outside of pay periodBegin Youth Matrix InterviewsCheck Schoology to stay up to date with student homework and teacher communicationsDouble check Salesforce for duplicate clients from your community and merge duplicates in the databaseLog outgoing gift cards

Helpful Links:

Find links to specific trainings in downloadable checklist at the top of this section
Or, head to the Salesforce Trainings folder in Google Drive

Database/Admin notes

April

Downloadable/Printable Checklist

Communication with principal, faculty, staff:

Email & call educators, visit the schools, stay in touch to collaborate

Helpful Links

April Email Templates

Communication with principal, faculty, staff notes

Communication with parents & community:

(Intern-Friendly) Check school & PTO calendar/newsletters for evening social events, communicate with families about school and CAN events with flyers(Intern-Friendly) Communicate center's closed and open hours, put up a sign for planned closuresHelp clients apply for the AAATA Fare DealBegin registering families for upcoming summer programs and next year's after-school programs (all in one) - it may help to host a registration event at your community centerDiscuss with caregivers if there is no program or a shorter/reduced program as your staff begin wrapping up the semester

Helpful Links:

Flyer & Sign Templates
AAATA Fare Deal Application
Enrolling Students & Attendance Tracking
Download a Word Document sample flyer to update (won't work in Google Docs)

Communication with parents & community notes

Communication with staff & volunteers:

Connect new interested volunteer candidates with Director of Volunteers (begin recruiting summer volunteers and upswing in project/group-based volunteers)Send/Show appreciation to your team via cards, e-cards, complements, etc.Set up a time far enough in advance to deep clean the community center and invite team to participateRemind team of resources on CAN AcademyAsk your team if they feel comfortable sharing about CAN and what they do at CAN with their friends and family; do they have an elevator pitch?Complete round of April Staff EvaluationsCommunicate with remaining staff what reduced programs will look like

Helpful Links:

Deep Cleaning Checklist
CAN Academy: Staff & Intern Resources

Communication with staff & volunteers notes

Special Events & Holiday Parties

Throw a community building event this month! Start thinking about next month's partyHelp coordinate summer school registrations for students who may need to attendTake pictures and record short stories about what happened at your parties and in your programs and send them to the Development Director

Helpful Links:

Holiday and Celebration Resources

Special events notes

Database/Admin Summary (some items may be repeats from previous categories)

Update Active/Inactive Staff and Interns in Salesforce and on the Intern & PA ScheduleUpdate volunteer shift sign-ups (Director of Volunteers)Take daily student attendanceTake daily volunteer attendanceApprove weekly and bi-weekly timesheets from every staff and intern; update time sheets outside of pay periodComplete Staff EvaluationsWrap up Youth Matrix InterviewsCheck Schoology to stay up to date with student homework and teacher communicationsDouble check Salesforce for duplicate clients from your community and merge duplicates in the databaseLog outgoing gift cards

Helpful Links:

Find links to specific trainings in downloadable checklist at the top of this section
Or, head to the Salesforce Trainings folder in Google Drive

Database/Admin notes

May

Downloadable/Printable Checklist

Communication with principal, faculty, staff:

Email & call educators, visit the schools, stay in touch to collaborate; send a wrap-up email to thank them for their partnership!Finalize Back-to-School BBQ dates and invite teachers to Save The Date so it's on their calendars as early as May

Helpful Links

May Email Templates

Communication with principal, faculty, staff notes

Communication with parents & community:

(Intern-Friendly) Check school & PTO calendar/newsletters for evening social events, communicate with families about school and CAN events with flyers(Intern-Friendly) Communicate center's closed and open hours, put up a sign for planned closures; Hours will change over the summer - update the Director of Program Management so the websites can be updated with site summer hoursHelp clients apply for the AAATA Fare DealKeep registering families for upcoming summer programs and next year's after-school programs (all in one) - it may help to host a registration event at your community centerLet caregivers know when ASP is ending

Helpful Links:

Flyer & Sign Templates
AAATA Fare Deal Application
Enrolling Students & Attendance Tracking
Download a Word Document sample flyer to update (won't work in Google Docs)

Communication with parents & community notes

Communication with staff & volunteers:

Connect new interested volunteer candidates with Director of Volunteers (begin recruiting summer volunteers and upswing in project/group-based volunteers)Send/Show appreciation to your team via cards, e-cards, complements, etc.Set up a time far enough in advance to deep clean the community center and invite team to participateRemind team of resources on CAN AcademyAsk your team if they feel comfortable sharing about CAN and what they do at CAN with their friends and family; do they have an elevator pitch?Discuss the end of ASP with remaining staff and wrap-up the semester with a conversation about what well and what could go better

Helpful Links:

Deep Cleaning Checklist
CAN Academy: Staff & Intern Resources

Communication with staff & volunteers notes

Special Events & Holiday Parties

Throw a community building event this month! Help coordinate summer school registrations for students who may need to attendTake pictures and record short stories about what happened at your parties and in your programs and send them to the Development DirectorStart preparing for summer camp; begin thinking about how you want to organize summer camp and prepare your summer staff for working at your specific location; Save the Date and make sure to attend the Director's Workshop!

Helpful Links:

Holiday and Celebration Resources

Special events notes

Database/Admin Summary (some items may be repeats from previous categories)

Update Active/Inactive Staff and Interns in Salesforce and on the Intern & PA ScheduleUpdate volunteer shift sign-ups (Director of Volunteers)Take daily student attendanceTake daily volunteer attendanceApprove weekly and bi-weekly timesheets from every staff and intern; update time sheets outside of pay periodCheck Schoology to stay up to date with student homework and teacher communicationsDouble check Salesforce for duplicate clients from your community and merge duplicates in the databaseLog outgoing gift cards

Helpful Links:

Find links to specific trainings in downloadable checklist at the top of this section
Or, head to the Salesforce Trainings folder in Google Drive

Database/Admin notes

June

Downloadable/Printable Checklist

Communication with principal, faculty, staff:

Invite educational partners to participate in our educational summer programs as staff or volunteersCoordinate shared students who may be participating in summer school to ensure they are receiving the support they need by the teacher and by CAN

Helpful Links

June Email Templates

Communication with principal, faculty, staff notes

Communication with parents & community:

Intern-Friendly: Send home flyers with information about available resourcesIntern-Friendly: Communicate center’s holiday hours and days of closure (if you are going to be on vacation, make sure centers are covered during “open hours.”). CAN AAATA Fare Deal Application -- Directors can use this application to help clients apply for a fare deal card Keep registering families for Educational Summer Camp / YouthWorks (and next year’s After School Program)Communicate with caregivers who have registered their children for a CAN summer program - make sure they know if their child is officially enrolled in Salesforce, when the program begins, the times of the program each day, and if the children need to bring anything in (e.g. swimsuits and towels every Tuesday)

Helpful Links:

Flyer & Sign Templates
AAATA Fare Deal Application
Enrolling Students & Attendance Tracking
Download a Word Document sample flyer to update (won't work in Google Docs)
Enrollment and Caregiver Communications

Communication with parents & community notes

Communication with staff & volunteers:

Director of Volunteers continues to recruit and onboard summer program volunteers, scheduling them in Salesforce and on site schedule spreadsheetsSend/Show appreciation to your team via cards, e-cards, complements, etc.Directors prepare to train site-specific summer staff at Director’s Workshop and after the workshop to ensure they and their team are ready for the summerRemind all staff and interns to use resources on CAN Academy Ask your team if they feel comfortable sharing about CAN and what they do at CAN with their friends and family; do they have an elevator pitch?

Helpful Links:

Site Director Summer Camp Preparation Checklist
CAN Academy: Staff & Intern Resources

Communication with staff & volunteers notes

Special Events & Holiday Parties

Take pictures and record short stories about what happened at your parties and in your programs and send them to the Development DirectorStart preparing for summer camp; begin thinking about how you want to organize summer camp and prepare your summer staff for working at your specific location; Save the Date and make sure to attend the Director's Workshop!

Special events notes

Database/Admin Summary (some items may be repeats from previous categories)

Update Active/Inactive Staff and Interns in Salesforce and on the Intern & PA ScheduleUpdate volunteer shift sign-ups (Director of Volunteers)Make sure all students who are attending summer camp are officially enrolled in SalesforceUse Salesforce to run a report on your student emergency contact and media/photo release informationTake daily student attendanceTake daily volunteer attendanceApprove weekly and bi-weekly timesheets from every staff and intern; update time sheets outside of pay periodDouble check Salesforce for duplicate clients from your community and merge duplicates in the databaseLog outgoing gift cardsUpdate/customize summer camp Google Sheets schedule

Helpful Links:

Find links to specific trainings in downloadable checklist at the top of this section
Or, head to the Salesforce Trainings folder in Google Drive

Database/Admin notes

July

Downloadable/Printable Checklist

Communication with principal, faculty, staff:

Coordinate shared students who may be participating in summer school to ensure they are receiving the support they need by the teacher and by CAN

Communication with principal, faculty, staff notes

Communication with parents & community:

Intern-Friendly: Send home flyers with information about available resourcesIntern-Friendly: Communicate center’s holiday hours and days of closure (if you are going to be on vacation, make sure centers are covered during “open hours.”). CAN AAATA Fare Deal Application -- Directors can use this application to help clients apply for a fare deal card Keep registering families for YouthWorks (and next year’s After School Program)Communicate with caregivers who have registered their children for YouthWorks - make sure they know if their child is officially enrolled in Salesforce, when the program begins, the times of the program each day, and additional items the participants need to prepare

Helpful Links:

Flyer & Sign Templates
AAATA Fare Deal Application
Enrolling Students & Attendance Tracking
Download a Word Document sample flyer to update (won't work in Google Docs)
Enrollment and Caregiver Communications

Communication with parents & community notes

Communication with staff & volunteers:

Helpful Links:

CAN Academy: Staff & Intern Resources
Intern & PA Schedule - All Sites

Communication with staff & volunteers notes

Special Events & Holiday Parties

Special events notes

Database/Admin Summary (some items may be repeats from previous categories)

Update Active/Inactive Staff and Interns in Salesforce and on the Intern & PA ScheduleUpdate volunteer shift sign-ups (Director of Volunteers)Take daily student attendanceTake daily volunteer attendanceApprove weekly and bi-weekly timesheets from every staff and intern; update time sheets outside of pay periodDouble check Salesforce for duplicate clients from your community and merge duplicates in the databaseLog outgoing gift cards

Helpful Links:

Find links to specific trainings in downloadable checklist at the top of this section
Or, head to the Salesforce Trainings folder in Google Drive

Database/Admin notes

August

Downloadable/Printable Checklist

Communication with principal, faculty, staff:

Send teachers camper letters the summer staff wrote at the end of camp that describe what the campers did over the summer and in what environments they thrive Contact teachers and schools to invite them to the Back-to-School BBQ event at the end of the monthHelp schools and teachers work with families to get them registered and starting out on the right footCreate a listserv of school faculty and staff you will be partnering with on a regular basisBefore Picture Day, contact schools or photography studio to advocate for free or more affordable picture orders for CAN students

Helpful Link:

Teacher Letter Template
August Email Templates
BBQ Invitations Template - Download as Microsoft Word document; it won't work in Google Docs

Communication with principal, faculty, staff notes

Communication with parents & community:

Intern-Friendly: Send home flyers with information about available resources; specifically, ensure parents know when meet and greet nights with schools are, invite them to Back-to-School BBQs, and share helpful information for getting the school year started on the right foot (i.e. the value of a good night’s sleep, resources related to starting the school year or finding affordable new clothing and school supplies, etc.)Intern-Friendly: Communicate center’s holiday hours and days of closure (if you are going to be on vacation, make sure centers are covered during “open hours.”) -- Let the Director of Program Management know what the school year center hours are to update the websiteCAN AAATA Fare Deal Application -- Directors can use this application to help clients apply for a fare deal card Help families register for school & aid in any additional way to help families start the school year on the right foot -- Offer to attend IEP meetingsEnroll families in After School Program **IMPORTANT** Students who were officially enrolled in the summer camp programs are automatically enrolled in the after-school programs; the only students who need to be officially enrolled is anyone who didn’t participate in the summer programs

Helpful Links:

Flyer & Sign Templates
AAATA Fare Deal Application
Enrolling Students & Attendance Tracking
Download a Word Document sample flyer to update (won't work in Google Docs)
Enrollment and Caregiver Communications
What is an IEP?

Communication with parents & community notes

Communication with staff & volunteers:

Director of Volunteers continues to recruit and onboard after school program volunteers, scheduling them in Salesforce and on site schedule spreadsheetsSend/Show appreciation to your team via cards, e-cards, complements, etc.Directors prepare to train After School Program staff after their initial orientationRemind all staff and interns to use resources on CAN Academy Ask your team if they feel comfortable sharing about CAN and what they do at CAN with their friends and family; do they have an elevator pitch?CAN Directors participate in Staff Conference in which they review the strategic plan and set goals for the next yearDeep clean community centers to prepare for ASP

Helpful Links:

Site Director After School Program Preparation Checklist
CAN Academy: Staff & Intern Resources
Deep Cleaning Checklist - August

Communication with staff & volunteers notes

Special Events & Holiday Parties

Plan and throw Back-to-School BBQTake pictures and record short stories about what happened at your parties and in your programs and send them to the Development DirectorStart thinking about September holiday parties! Help families with children of preschool age enroll (Head Start). Contact Aaron Pressel, pressela@aaps.k12.mi.usConsider what funds you may find helpful in the coming months and let Director of Development and Grants Specialist know so they have time to look for funds/donations

Special events notes

Database/Admin Summary (some items may be repeats from previous categories)

Update Active/Inactive Staff and Interns in Salesforce and on the Intern & PA ScheduleUpdate volunteer shift sign-ups (Director of Volunteers)Enroll students who didn’t participate in summer programs who will be participating in ASPWork with schools to get access to Schoology and PowerSchoolTake daily student attendanceTake daily volunteer attendanceApprove weekly and bi-weekly timesheets from every staff and intern; update time sheets outside of pay periodDouble check Salesforce for duplicate clients from your community and merge duplicates in the databaseLog outgoing gift cardsUpdate ASP Google Sheets Schedule & share with team

Helpful Links:

Find links to specific trainings in downloadable checklist at the top of this section
Or, head to the Salesforce Trainings folder in Google Drive

Database/Admin Notes

September

Downloadable/Printable Checklist

Communication with principal, faculty, staff:

If this was completed in August, send teachers camper letters the summer staff wrote at the end of camp that describe what the campers did over the summer and in what environments they thrive Create a listserv of school faculty and staff you will be partnering with on a regular basisBefore Picture Day, contact schools or photography studio to advocate for free or more affordable picture orders for CAN students

Helpful Link:

Teacher Letter Template
September Email Templates

Communication with principal, faculty, staff notes

Communication with parents & community:

Intern-Friendly: Send home flyers with information about available resources and/or community center newsletter (e.g. flyer about value of sleep)Intern-Friendly: Communicate center’s holiday hours and days of closure (if you are going to be on vacation, make sure centers are covered during “open hours.”)Complete or partner with families and development team to register families for Holiday Wish Lists (complete by mid-October) & Begin sign up for Warm the ChildrenCAN AAATA Fare Deal Application -- Directors can use this application to help clients apply for a fare deal card Offer to attend IEP meetingsEnroll families in After School Program **IMPORTANT** Students who were officially enrolled in the summer camp programs are automatically enrolled in the after-school programs; the only students who need to be officially enrolled is anyone who didn’t participate in the summer programs

Helpful Links:

Flyer & Sign Templates
AAATA Fare Deal Application
Enrolling Students & Attendance Tracking
Download a Word Document sample flyer to update (won't work in Google Docs)
Enrollment and Caregiver Communications

Communication with parents & community notes

Communication with staff & volunteers:

Host/Participate in new semester orientation for staff & internsDirector of Volunteers continues to recruit and onboard After School Program volunteers, scheduling them in Salesforce and on site schedule spreadsheetsSend/Show appreciation to your team via cards, e-cards, complements, etc.Continue regular pre- and post-ASP meeting check-ins and additional communications to ensure strong sense of teamwork and manage consistent staff expectationsRemind all staff and interns to use resources on CAN Academy Ask your team if they feel comfortable sharing about CAN and what they do at CAN with their friends and family; do they have an elevator pitch?

Helpful Links:

Site Director After School Program Preparation Checklist
CAN Academy: Staff & Intern Resources
Deep Cleaning Checklist - September

Communication with staff & volunteers notes

Special Events & Holiday Parties

Throw a community building event this month -- get creative!Start thinking about October holiday parties! Take pictures and record short stories about what happened at your parties and in your programs and send them to the Development DirectorHelp families with children of preschool age enroll (Head Start). Contact Aaron Pressel, pressela@aaps.k12.mi.usConsider what funds you may find helpful in the coming months and let Director of Development and Grants Specialist know so they have time to look for funds/donations

Special events notes

Database/Admin Summary (some items may be repeats from previous categories)

Helpful Links:

Find links to specific trainings in downloadable checklist at the top of this section
Or, head to the Salesforce Trainings folder in Google Drive

Database/Admin notes

October

Downloadable/Printable Checklist

Communication with principal, faculty, staff:

Continue to check-in with educators, visit classrooms, send emails, call teachers - try to remain a weekly/regular presence to remain on teachers’ radarsAttend IEP and PTO meetings

Helpful Link:

Email Template
What is an IEP?

Communication with principal, faculty, staff notes

Communication with parents & community:

Intern-Friendly: Check school calendar & PTO newsletters for evening social events - Communicate with families about school and CAN events with flyersIntern-Friendly: Communicate center’s holiday hours and days of closure (if you are going to be on vacation, make sure centers are covered during “open hours.”)Complete or partner with families and development team to register families for Holiday Wish Lists (complete by mid-October) & Begin sign up for Warm the ChildrenCAN AAATA Fare Deal Application -- Directors can use this application to help clients apply for a fare deal card Offer to attend IEP meetingsIntern-Friendly: Communicate with families about Parent-Teacher Conferences - offer support to schedule or drive caregivers to meetings or support them in another capacity so they can attendStart signing up families for Turkey Drive at large sitesInvite families to complete the Holiday Wish List form

Helpful Links:

Flyer & Sign Templates
AAATA Fare Deal Application
Enrolling Students & Attendance Tracking
Download a Word Document sample flyer to update (won't work in Google Docs)
Turkey Drive Sign-Up
Turkey Drive Pick-Up
Holiday Wish List

Communication with parents & community notes

Communication with staff & volunteers:

Directors are now in charge of training and onboarding any new staff that join after September Director of Volunteers continues to recruit and onboard After School Program volunteers, scheduling them in Salesforce and on site schedule spreadsheetsDirector of Volunteers checks in with site directors and team members to ensure volunteers have been trained on-site and are prepared for working with students; Director of Volunteers checks in with volunteers to make sure they feel supportedSend/Show appreciation to your team via cards, e-cards, complements, etc.Continue regular pre- and post-ASP meeting check-ins and additional communications to ensure strong sense of teamwork and manage consistent staff expectationsRemind all staff and interns to use resources on CAN Academy Ask your team if they feel comfortable sharing about CAN and what they do at CAN with their friends and family; do they have an elevator pitch?Set up Deep Cleaning Day (Invite staff and volunteers to help)Complete round of October Staff Evaluations

Helpful Links:

Site Director After School Program Preparation Checklist
CAN Academy: Staff & Intern Resources
Deep Cleaning Checklist - October
Staff Onboarding Agenda (click the relevant year to see how staff were trained in September and use this as a guide for onboarding any new staff who begin after September)
Staff Evaluations

Communication with staff & volunteers notes

Special Events & Holiday Parties

Throw a community building event this month -- get creative! Previous years, CAN has hosted a haunted house, taken students apple picking, helps students find costumes for trick or treating, etc.Start thinking about November Potluck for Thanksgiving - start signing up families for Turkey Drive at large sitesTake pictures and record short stories about what happened at your parties and in your programs and send them to the Development DirectorHelp families with children of preschool age enroll (Head Start). Contact Aaron Pressel, pressela@aaps.k12.mi.usConsider what funds you may find helpful in the coming months and let Director of Development and Grants Specialist know so they have time to look for funds/donations

Helpful Links:

CAN Academy Staff Resources - "Holiday Party Planning Resources"
Turkey Drive Sign-Up
Turkey Drive Pick-Up

Special events notes

Database/Admin Summary (some items may be repeats from previous categories)

Update Active/Inactive Staff and Interns in Salesforce and on the Intern & PA ScheduleUpdate volunteer shift sign-ups (Director of Volunteers)Directors should have access to Schoology and PowerSchoolTake daily student attendanceTake daily volunteer attendanceApprove weekly and bi-weekly timesheets from every staff and intern; update time sheets outside of pay periodDouble check Salesforce for duplicate clients from your community and merge duplicates in the databaseLog outgoing gift cardsUpdate ASP Google Sheets Schedule & share with team

Helpful Links:

Find links to specific trainings in downloadable checklist at the top of this section
Or, head to the Salesforce Trainings folder in Google Drive

Database/Admin notes

November

Downloadable/Printable Checklist

Communication with principal, faculty, staff:

Continue to check-in with educators, visit classrooms, send emails, call teachers - try to remain a weekly/regular presence to remain on teachers’ radarsAttend IEP and PTO meetingsInvite educators to Thanksgiving PotlucksSend an email to school staff, thanking them for our partnership

Helpful Link:

Email Template
What is an IEP?

Communication with principal, faculty, staff notes

Communication with parents & community:

Helpful Links:

Flyer & Sign Templates
AAATA Fare Deal Application
Enrolling Students & Attendance Tracking
Download a Word Document sample flyer to update (won't work in Google Docs)
Turkey Drive Sign-Up
Turkey Drive Pick-Up

Communication with parents & community notes

Communication with staff & volunteers:

Director of Volunteers continues to recruit and onboard After School Program volunteers, scheduling them in Salesforce and on site schedule spreadsheetsDirector of Volunteers checks in with site directors and team members to ensure volunteers have been trained on-site and are prepared for working with students; Director of Volunteers checks in with volunteers to make sure they feel supportedSend/Show appreciation to your team via cards, e-cards, complements, etc.Continue regular pre- and post-ASP meeting check-ins and additional communications to ensure strong sense of teamwork and manage consistent staff expectationsRemind all staff and interns to use resources on CAN Academy Ask your team if they feel comfortable sharing about CAN and what they do at CAN with their friends and family; do they have an elevator pitch?Set up Deep Cleaning Day (Invite staff and volunteers to help)

Helpful Links:

Site Director After School Program Preparation Checklist
CAN Academy: Staff & Intern Resources
Deep Cleaning Checklist - November
Staff Onboarding Agenda (click the relevant year to see how staff were trained in September and use this as a guide for onboarding any new staff who begin after September)

Communication with staff & volunteers notes

Special Events & Holiday Parties

Throw November PotluckStart thinking about December Holiday PartyTake pictures and record short stories about what happened at your parties and in your programs and send them to the Development DirectorHelp families with children of preschool age enroll (Head Start). Contact Aaron Pressel, pressela@aaps.k12.mi.usConsider what funds you may find helpful in the coming months and let Director of Development and Grants Specialist know so they have time to look for funds/donations

Helpful Links:

CAN Academy Staff Resources - "Holiday Party Planning Resources"
Turkey Drive Sign-Up
Turkey Drive Pick-Up

Special events notes

Database/Admin Summary (some items may be repeats from previous categories)

Update Active/Inactive Staff and Interns in Salesforce and on the Intern & PA ScheduleUpdate volunteer shift sign-ups (Director of Volunteers)Take daily student attendanceTake daily volunteer attendanceApprove weekly and bi-weekly timesheets from every staff and intern; update time sheets outside of pay periodDouble check Salesforce for duplicate clients from your community and merge duplicates in the databaseLog outgoing gift cardsUpdate ASP Google Sheets Schedule & share with team

Helpful Links:

Find links to specific trainings in downloadable checklist at the top of this section
Or, head to the Salesforce Trainings folder in Google Drive

Database/Admin notes

December

Downloadable/Printable Checklist

Communication with principal, faculty, staff:

Continue to check-in with educators, visit classrooms, send emails, call teachers - try to remain a weekly/regular presence to remain on teachers’ radarsAttend IEP and PTO meetingsInvite educators to Holiday PotlucksSend an email to school staff, wishing them happy holidaysFind out when DC Field Trip Info Meeting is and attend to advocate for scholarships and other supports for families

Helpful Link:

Email Template
What is an IEP?

Communication with principal, faculty, staff notes

Communication with parents & community:

Helpful Links:

Flyer & Sign Templates
AAATA Fare Deal Application
Enrolling Students & Attendance Tracking
Download a Word Document sample flyer to update (won't work in Google Docs)

Communication with parents & community notes

Communication with staff & volunteers:

Director of Volunteers continues to recruit and onboard After School Program volunteers, scheduling them in Salesforce and on site schedule spreadsheets & recruits holiday party volunteersDirector of Volunteers checks in with site directors and team members to ensure volunteers who wrap up the semester feel supported and that they ended with closureSend/Show appreciation to your team via cards, e-cards, complements, etc.Lead a final check-in with your team to wrap up the semester and develop an action plan to help future staff support students next semesterAsk your team if they feel comfortable sharing about CAN and what they do at CAN with their friends and family; do they have an elevator pitch?Set up Deep Cleaning Day (Invite staff and volunteers to help)

Helpful Links:

CAN Academy: Staff & Intern Resources
Deep Cleaning Checklist - December
Staff Onboarding Agenda (click the relevant year to see how staff were trained in September and use this as a guide for onboarding any new staff who begin after September)

Communication with staff & volunteers notes

Special Events & Holiday Parties

Throw Holiday PartyStart thinking about your January eventTake pictures and record short stories about what happened at your parties and in your programs and send them to the Development DirectorHelp families with children of preschool age enroll (Head Start). Contact Aaron Pressel, pressela@aaps.k12.mi.usConsider what funds you may find helpful in the coming months and let Director of Development and Grants Specialist know so they have time to look for funds/donations

Helpful Links:

CAN Academy Staff Resources - "Holiday Party Planning Resources"

Special events notes

Database/Admin Summary (some items may be repeats from previous categories)

Update Active/Inactive Staff and Interns in Salesforce and on the Intern & PA ScheduleUpdate volunteer shift sign-ups (Director of Volunteers)Take daily student attendanceTake daily volunteer attendanceApprove weekly and bi-weekly timesheets from every staff and intern; update time sheets outside of pay periodDouble check Salesforce for duplicate clients from your community and merge duplicates in the databaseLog outgoing gift cardsUpdate ASP Google Sheets Schedule & share with team

Helpful Links:

Find links to specific trainings in downloadable checklist at the top of this section
Or, head to the Salesforce Trainings folder in Google Drive

Database/Admin notes

Is this the final submission?

YesNo, I plan to return when I've completed more checklist items

Save my progress and resume later | Resume a previously saved form

Contact Information