Planning and Expanding Summer Programs Part 2- Scaling Up Summer Learning: Strategies for Organization, Growth & Long-Term Success

By Dr. Sherri Lorton

With students selected and families notified, transforming your vision into a well-structured, high-impact program is the next challenge. A summer learning initiative’s success hinges on thoughtful planning, smooth execution, and a strategic approach to future expansion. Beyond logistics, administrators must coordinate with key departments, manage resources efficiently, and explore growth opportunities to maximize student impact.

This second installment builds on the foundation of Part 1, which covers student selection and family outreach. Now, we focus on the operational and strategic aspects of program implementation. Whether you’re running a small-scale summer school or a district-wide initiative, careful planning will ensure a rewarding experience for students, educators, and families alike.

Coordinating Key Departments for Seamless Implementation

Successful summer programs require collaboration across multiple departments. Ensure early and consistent communication with:

• Human Resources: Begin hiring early to secure skilled teachers and support staff. Consider offering incentives, such as stipends or professional development credits, to attract experienced educators.
• Transportation: Establish efficient routes to maximize accessibility for students. Ensure families know available transportation options and provide clear schedules in multiple formats.
• Food Services: Coordinate meal plans to ensure students receive nutritious meals. Explore partnerships with local organizations to provide additional meal support for families in need.
• Health Care & Custodial Staff: Plan for student health needs and clean learning environments. Consider having a nurse or health professional on-site, especially for programs serving students with medical needs.
• School-Year Employees: Work with school-based staff to facilitate smooth facility access. Clearly define roles and responsibilities to ensure all stakeholders understand their contributions to summer programming success.

Organizational Strategies for Success

Successful programs require detailed planning. Consider these strategies:

• Allow Ample Hiring & Training Time: Securing teachers and staff well in advance ensures high-quality instruction and smooth operations. In my prior experience, finding teachers to work summer school can depend on your current climate; some years, we would have plenty of interest, but some years, we had to recruit and even call in favors if teachers felt overwhelmed from their work during the school year. It’s a Win-Win situation if you can hire current teachers aspiring to be administrators in the future as principals, assistant principals, or even administrative interns. It is a great resume-builder for them and an excellent opportunity for the district to help them hone their skills as they complete their administrative certification.
• Regular Check-Ins: Conduct planning meetings with key departments to stay aligned and address potential challenges proactively. When planning for summer school, I had monthly meetings with each building’s principals (and assistants if hiring) in February through April and typically twice in May. At these meetings, at least one other department would (Human Resources, Health Services, Special Education, Transportation, etc.) talk with principals about what they should expect based on prior years’ experiences, as well as legal implications that may come up in relation to their department and timelines they need to keep in mind. Additionally, I would send weekly email updates with a list of any tasks principals should be working on or completing that week, reminding them that they are always welcome to reach out if they have questions or are struggling with deadlines. Finally, I would have one-on-one meetings with each administrator in March to review the budget and tasks and to provide time for them to ask questions in a more low-key environment. 
• Develop a Timeline: Include key milestones, including student invitations, hiring deadlines, curriculum planning, and logistics. Start planning early to avoid last-minute challenges. A well-structured timeline keeps summer programming on track: 
  • 6-8 Months Before Summer: Establish program goals, budget, and funding sources. Begin reaching out to potential staff.
  • 4-6 Months Before Summer: Finalize program structure, curriculum, and student selection criteria. Open applications and notify families.
  • 2-3 Months Before Summer: Complete hiring, confirm transportation and facilities, and develop professional development for staff.
  • 1 Month Before Summer: Conduct training, distribute final program details to families, and troubleshoot any last-minute challenges.

Opportunities for Program Expansion

As summer programs grow, consider these expansion strategies:

• Increasing Enrollment: Secure additional funding to serve more students. Consider grant opportunities, corporate sponsorships, or community partnerships.
• Enhancing Program Offerings: Introduce new enrichment courses or career-focused summer experiences. STEM camps, arts programs, and leadership academies can provide additional learning opportunities beyond traditional coursework.
• Community Partnerships: Collaborate with local businesses, colleges, and nonprofit organizations to expand program offerings and provide additional resources such as guest speakers, field trips, or mentorship opportunities.
• Virtual Learning Options: Consider hybrid or online options for students who cannot attend in person. Offering flexible schedules and self-paced learning can increase accessibility.
• Parent & Student Feedback: Gather input from past participants to refine and improve future programming. Surveys and focus groups can provide valuable insights into what worked well and where adjustments may be needed.

Taking the Next Step

Summer programs can provide academic support and enriching experiences that prepare students for success in the coming school year. Effective planning and organization ensure that summer programs run smoothly and maximize impact. Adapting strategies and expanding opportunities will further support student success as your program grows. For expert guidance, consider contacting Compass PD for customized solutions and strategic planning support.