Friday, August 5, 2016

Here's How To Run An Awesome Enrichment Week at Your School!


4-6 Weeks before Enrichment Week
    • Meet with school administrators and complete all necessary paperwork and/or adhere to all policies of the school.
    • Decide on a theme for your enrichment week.
    • Determine how many classes each day, what and where they will be.
    • Secure instructors and fees for each class.  Once Instructor fees are established you can determine how much to charge each student.

3-4 Weeks before Enrichment Week

    • Create a brochure or Flyer to be handed out at school and Creat your SignUp Hub for Online Registration & Payments.
    • Allow at least one full week for parents to sign up and/or return their registration. Enter in all paper registrations onto your SignUp Hub.

2 Weeks before Enrichment Week

    • Enrollment should be closed now and it is time to finalize classes.  Cancel any classes with too low enrollment and refund parents.  Close Registration.
    • Print out Volunteer list from The SignUpHub and call/email for commitment (estimate 1:7 ratio volunteers to children in elementary school). 

1 Weeks before Enrichment Week

    • Send an Email reminder to all parents about their registered classes as a reminder.  
    • Allow this week to tidy up all administrative duties such as reminding instructors and volunteers (via email or phone) on the date, time, place, headcount and contact person for the enrichment week.  
    • Print out and deliver all class lists, name tags and volunteer directions and attendance sheets to the school.
    • Decide with the school on how to have children dismissed to classes. 
    • Have PTO treasurer write out instructor checks for you and review financials with him/her. The SignUp Hub will automatically summarize monies due and Instructor Fees. 
Week of Enrichment:

    • Ensure there is a point person located in the office to handle any issues or questions that may arise.  You will need to answer phones in case a parent calls as well as direct volunteers and instructors to their classrooms. 
    • Have teachers place nametags on children at end of day to help with attendance and flow.
    • Supply each volunteer with a class list and instruct them to check in/out the students to their after school activity. It is important that all attendance is done quickly and that you account for all students.  If someone is missing, check with the school nurse for absences and/or then call home. At pick up, whomever is designated to pick up the child must be noted on the check out form.  Check with your school administration if they wish parents to sign out their children or if a simple check mark is sufficient. 
    • Lastly, a volunteer should be present at the entrance to the school to direct parents to where their children are in the building.  A sign on oak tag may serve this purpose better.    

Theme Suggestions

Really anything goes here...Be Creative!  Some suggestions on some more popular themes and suggested classes are below.

Week in Disneyland could include: fencing 'Peter Pan Fencing', cartoon art, create your own gift shop Tee, any type of outside animal class 'Animal Kingdom', any international cooking or class 'Epcot Dining', monster makeup 'Haunted Mansion', magic classes , rollercoaster design , etc...

A Week at Hogwarts:
magic classes, poetry creation of spells and potions, strange animals, model trains, chemistry experiments, gym: quid ditch, art:  create your own portraits, etc...

Olympics:  any sport (i.e.  Gymnastics), international class based on where Olympics were or are being held, Iron sculpture: medals or metals?, science could include aerodynamics or speed experiments, broadcasting, film editing, cheerleading, etc...

Up in the Air:  track and field: high jumps to hurdles, paper airplanes, science experiments with air pressure, birds, kite making, wind instruments, air balloons, birdhouses, travel by plane etc...

In the Dirt:
  worms, horticulture, gardening, baseball, terrariums, clay art sculpture, intro to pottery, ant farms, cooking: desserts with chocolate pudding and Oreos and gummy worms, cake decorating with a theme, etc...

Down Under:  Australia, alligators and crocodiles, fish and aquariums, art project relating to the sea,  archeology

Travel to Asia: (or any other continent or country):  cooking, dance related to country, origami art, sushi making, art:  Chinese lanterns, map making, judo, fencing (refer to movie Mulan), jewelry making, etc...

Mind, Body and Soul:
  yoga, tai chi, any sport, community service including volunteering or card making,  stamp art card making, science:  dissection of ?, the brain, any classroom or animal topic, etc...

Lost Arts:  drama class, pressed flowers, art of conversation (concept of speed dating), fencing, jousting, horses, decoupage, cameras and photography, medieval children games, dinosaurs, Legos.

Into the Future:
  space and technology science, hip hop, sports of any kind (be creative mixing them up),  inventions, modern or recyclable art,  environmental projects (how to create a compost at home), robotics, end the week with the movie, etc...

Oh No, the Science Fair!
  Fill the week with all different types of science fair related classes.

The County Fair:  animal classes, hot air balloons, balloon animals, sewing or knitting, basics of string instruments, shot put or dung throwing, create a maze for the rats, gardening, cooking:  pies, wood crafting/signs, darts, etc...

Make Sense of It! Examine all 5 senses during the week with classes in science relating to sight or sound or smell, 3-D art projects, cooking, blindfold tasting , nutrition, sports blindfolded???, intro to anatomy and medicine, etc...

Super Hero Week:  comic strip creation, mask making, spiders, athletics/sports, villains, theatrical fighting, mutations, explosions,  healthy smoothie making, bats, geology and metals, black holes, rock climbing, newspaper reporting, super hero t-shirt making, run old TV or movies, FBI or CIA related classes, police dogs , intro to genetics etc... 

What's your Hobby?:  sewing, stamp collecting, sports,  pottery, painting or drawing, poetry creation, memory scrapbooking, jewelry making, hair styling, nail design, make up art, drama class, woodworking, cooking, rock climbing,  calligraphy,  fabric painting, refinish furniture, intro to investments etc...  

Turn off the TV!:  Jersey Shore (hair or makeup classes), Malcolm in the Middle (genetics and family dynamics), CNN (news reporting or broadcasting),  Ridiculous (film and photography), Cake Boss (cake decorating), Say Yes to the Dress (clothing design), Survivor (sports challenges), Glee (singing lessons)  ..

I want to Be?:  Classes relating to future jobs  ie.. Acting, beauty, sports medicine, robotics, FBI or Spy Investigation, cooking, survival techniques, computer programming, web design, investments, etc...

It's all Media!  Design your own webpage, How to use of Facebook, Twitter, Instagram etc..., making Movies, Creating slideshows, Party Planning, Modeling, etc...

Determine How many Classes to Offer?
It is recommended between 4-5 classes a day for a week

Determine What Type of Classes and Where they will be run?
Generally, each day should encompass at least one:
                   a sport category (held in gymnasium)
                   an art category (held in art room)
                   a hobby category (held in classroom, cafeteria or library)
                   a science category (held in science room or classroom)
                   a miscellaneous category of learning (held in classroom)

Determine Grade Level of Each Class
You can decide to run the same classes each day for 5 days for each grade:

                   Monday - Kindergarten
                    Tuesday- Grade 1
                    Wednesday - Grade 2
                    Thursday- Grade 3
                    Friday- Grade 4-5

Or, you can run groups of grades each day ( assuming the theme is Harry Potter Week) an example:

                 Monday: Fencing (gr. 1-3)
                 Tuesday: Fencing (gr. 4-5)
                 Wednesday: Quid ditch (gr. 2-5)
                 Monday: Wizard Art (gr. K-1)
                 Tuesday:  Hermione Jewelry Making (gr. 3-5)   
Note:  this is the recommended way as it ensures that all students will be able to participate in at least one class.

Find the Instructors:
There are several ways to find instructors:
1)  Teachers in your school.  We suggest reaching out to your teaching staff.  Classes can usually generate $100 plus materials for the hour so many teachers would appreciate the opportunity to make a little extra money.  Teachers tend to be the best instructors as they are the most educationally creative and familiar with the children.

2) Parents.  Also, reach out to parents whom may have a talent or small business they wish to share.  They too are always looking for extra money and free advertising for their businesses.

3) The Internet.  The internet will become your greatest tool.  Google after school activities, either specifically like” Judo in Maine" or more general like "after school science programs in Watching County, Nebraska". See what comes up and start making phone calls.  Many businesses do or will come to your school and engage the children. You will be amazed how many opportunities there are right in your own neighborhoods.  Note, many companies usually have fees in excess or the $100/hour so please make sure you price your classes accordingly.  Negotiate, Negotiate...everyone is looking for work!

4)  Local businesses.  Tap the more popular athletic, interest and art facilities in your town.  Most love to come
and do a one hour class just to pass out their cards and promote interest.

Pricing your Classes:
You may either price out this program to break-even or to make a profit.  The profit can go to benefit the school's PTO/A.  You may price out the classes all the same $ amount which makes for easier accountability (our suggestion) or you may charge different amounts based on the fees of the instructors.

For example, a teacher running a class may charge $100 plus materials (let's assume an additional $40 for materials), for a total class expense of $140.   If you assume 14 in the class, you should charge $10 each child. If you wish to profit, I would charge $12/child.  Example 2:  Another class may run $275 for an hour (let's assume local zoo program) but can hold up to 24 students so the cost per class would be $12 ($275/ 24 students).  To run this class at a profit, you would charge $14.

I would avoid charging more than $15 /hour as it deters involvement.  You may also want to adjust your fees based on your state and location.  These numbers apply to the northeast, but you may wish to offer your teachers $75/hour and charge the students less if you are running the program in Nebraska or North Carolina, a lower cost region.  My examples below assume rates for the northeast:

Your worksheet:

Classes          Class Cost          #students          B/E (Break-even)Student Cost      
Class 1             $140                    14                       $10
Class 2             $140                    14                       $10
Class 3             $225                    24                       $10
Class 4             $175                    20                       $9
Class 5             $175                    20                       $9
Class  6             $275                   24                       $14
Class 25           $100                    14                       $7

Total                $4,250                 425                    $10

Plus Profit        $2/child                                           $12 (gives you $850 profit)
                       $4/child                                             $14 (gives you $1700 profit)

note 1:    don't forget to allow some wiggle room for classes not filling up completely.  This will happen.  If class enrollment drops below the minimum number you can choose three options:  1) incur a loss for one class but still hold it 2) cancel the class and refund monies 3) or ask the instructor to take less in fee for running the class.

note 2:  In the above example we would suggest charging $14 for each class which allows for easier accounting plus monies for wiggle room and up to a $1700 profit for only one week.

Final Notes:  
    • This last week should have been spent finalizing and printing out lists, nametags, confirming instructors and volunteers. 
    • Make sure each teacher has a list of their students and where they are going for the week along with name tags.
    • A Master List should be posted in the office.  Remember, all this is easily accessed with a click of the button on The SignUp Hub.
    •  Volunteers and Instructors should arrive to the school 15 minutes early to set up and prepare for the children.
    • A designated spot to meet should be arranged.  You, or another point person, should be at the school to greet them, review quickly the process and lead them to their classrooms.
    • Volunteers will be handed a binder with a class list and instructions.  

    • All necessary paperwork has been filed for the Enrichment week.  All dates and themes are confirmed with the school and PTO.  
    • Classes and Instructors are booked.   
    • Brochure/Flyer was created and The SignUp Hub was setup for Online Registration & Payment. Allow at least 1 week for registration to be open.
    • Classes were finalized and closed and head count in each approved.
    • Purchases automatic Email Reminder function OR send out email reminders the day before each class.
    •  Main Office List, Class  Lists and Name tags were printed off and distributed to the school.
    • If classes were cancelled due to low enrollment, refunds were distributed electronically and Instructor Checks received from the Treasurer.
    • Parent Volunteers (at least 1 per class minimum) were confirmed.  Lead volunteer in Front Office mandatory!
    • Signage for where parents can pick up children hanging in front hall OR volunteer to direct them with Master List handy (many parents don't remember what class their child is attending on which day).
    • MOST IMPORTANTLY AND TO BE REPEATED IN THESE INSTRUCTIONS:  Volunteers must QUICKLY take attendance at the start of all classes.  All children must be accounted for.  You may need to refer to school nurse list for absentees.  If a child is unaccounted for, emergency contacts/parents must be called until child is found or parent notified.  Volunteers must have a check mark or parent’s signature for release of children.


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