How to Get More From After School Sessions

Australian families want more high quality options after school, but supply remains tight. A Sydney Policy Lab analysis found that nationally only about one in five students has an available place in before and after school care on a typical school day. The good news is that quality is trending upward, with 88% of Out of School Hours Care (OSHC) services now rated Meeting National Quality Standard or above.

I have seen programs thrive and others struggle, and the difference usually comes down to design and execution. You can run a focused 90 day pilot anchored to one school term. That pilot can lift student engagement, expand family access using subsidy levers, and build sustainable margins without compromising safety.

What Success Actually Looks Like

Real success means clear evidence of engagement and growth tied to learning outcomes, not just attendance numbers. You need to track three things: student impact, family value, and sustainable unit economics, meaning the profit per child per session. When all three align, you have something worth scaling.

Weekly Outcome Metrics

• Attendance rate equals attended sessions divided by booked sessions, broken down by strand
• Retention checkpoints at weeks 6 and 10 to spot drop off patterns early
• Pre and post skill checks mapped to My Time, Our Place (MTOP) V2.0 outcomes like confidence and collaboration
• Behaviour incidents per 100 child hours to monitor safety and wellbeing
• Parent Net Promoter Score, using a one question "How likely are you to recommend us to a friend?" pulse every three weeks

Monthly Financial Metrics

• Cost per session, including staffing, materials, and room usage
• Revenue per child hour and margin per session after all direct costs
• Staff utilisation against mandated ratios, so you are not routinely over or understaffed
• Child Care Subsidy (CCS) share of revenue and average family out of pocket costs

Running Your 90-Day Pilot

A term length pilot lets you test demand and collect clean before and after data without committing long term resources. Keep the scope tight by choosing two or three strands that match student demand and timetable realities.

Your Pilot Timeline

• Weeks minus 4 to minus 3: Confirm rooms, roster leads, complete risk assessments, and launch an interest survey
• Week minus 2: Publish the calendar and pricing, and open priority enrolments for existing families
• Week minus 1: Run staff induction and send the family onboarding pack with policies and consent forms
• Week 1: Soft launch with extra float staff and collect baseline engagement data
• Weeks 2 to 3: Fix friction fast and tighten communications
• Week 4: Run a mini survey with parents and students, then adjust based on feedback

Designing for Australian Frameworks

Compliance builds trust with families and protects your service during assessments. Map every activity to MTOP V2.0 and display outcomes on weekly plans that families can view.

Ratios and Qualifications

In Victoria, the educator-to-child ratio for children over preschool age is 1:15, and other states set similar but not identical rules. Ensure at least one staff member on-site always holds current approved first aid, anaphylaxis, and emergency asthma training. Create a coverage grid showing who holds which certifications.

Child Safe Standards

Embed the 11 Victorian Child Safe Standards into recruitment, induction, and incident reporting. Provide staff training on how to escalate concerns and run spot checks fortnightly.

Using Subsidies to Improve Access

Deliver enrichment through a CCS approved OSHC service where possible so eligible families receive fee relief. From January 2026, all CCS eligible families receive at least 72 hours of subsidised care per fortnight, with a 2025-26 hourly rate cap of $12.81 for school-age children.

Pricing That Works

Offer a clear base price plus multi-session bundles. Publish CCS adjusted out of pocket estimates at checkout for transparency. Introduce means-tested bursaries funded by sponsors to support equity without undermining viability.

Building a Student-Centred Daily Arc

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Balance cognitive load and movement to avoid late-afternoon drop off. The Australian 24-Hour Movement Guidelines recommend at least 60 minutes of moderate-to-vigorous physical activity daily.

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Sample Two-Hour Block

• 10 minutes: Sign-in and snack with a quick mood check
• 35 minutes: Academic or creative focus tied to MTOP outcomes
• 10 minutes: Sensory break and water top up
• 35 minutes: Vigorous activity aligned to movement guidelines
• 30 minutes: Wind down and choice time

Partnering for Specialist Capability

Partnering expands your offer without overextending staff. Vetting and ratios must stay under your control. Set curriculum expectations so partner sessions map to MTOP outcomes.

Vetting Your Partners

Verify a Working With Children Check (WWCC) or Victorian Institute of Teaching (VIT) registration for all instructors and obtain certificates of currency for insurance. Request references from school clients and observe a trial session.

If you are a Melbourne primary building out language, robotics, or arts clubs and lack trained staff, consider Bumble Bee Centre for vetted instructors and ready-to-run sessions. They specialise in structured clubs that integrate with your existing OSHC timetable, providing consistent instructors, sequenced session plans, and clear skill progression families can see. Their extracurricular programs in Melbourne can plug gaps fast while you keep ratios and Child Safe obligations consolidated on-site. Trial and review against your MTOP mapping in week two.

Fixing the Attendance Slump

Mid term drop off is real, but you can counter it with visible progression and smart social incentives. Show students how they are progressing with badges, portfolios, or public recognition.

Showcase and Close the Loop

Host an end of term expo with student-led demos. Distribute short surveys at the showcase to capture fresh feedback. Offer priority re-enrolment with bundled discounts for current families.

Practical Risk Management

Create activity-specific risk assessments with controls for equipment, spaces, and supervision. Keep medical action plans updated and ensure staff know the escalation tree.

Equity and Inclusion

Reserve a percentage of places for disadvantaged families and track offer versus uptake. Use fee waivers funded by sponsors and discreet bursary processes to remove stigma.

Conclusion

Australian families need more high quality options in the after-school window, and a focused term pilot is the fastest safe way to prove what works. When you pair strong design with clear metrics and smart subsidy settings, you will see higher engagement, better access, and healthier economics you can scale next term. Start by picking two or three strands, drafting your plans, and scheduling your timeline today.

Frequently Asked Questions

Here are quick answers to questions coordinators raise again and again.

How do I know if my pilot is successful?

Track attendance rates above 80%, retention at weeks 6 and 10, positive parent feedback scores, and margins that hit your target. Two strong consecutive terms signal readiness to scale.

What qualifications do my staff need?

At least one person on-site must hold current first aid, anaphylaxis, and emergency asthma training at all times. All staff and volunteers need verified Working With Children Checks.

How can I make programs affordable for all families?

Deliver through a CCS approved service so eligible families receive subsidies. Add sponsor-funded bursaries with discreet application processes to support those who need extra help.

How many strands should I start with?

Begin with two or three strands that match student interest and staff capability. Include one low cost, high demand option to anchor breakeven and one specialist strand to differentiate your offer.

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