Why 30 Days Is a Realistic Launch Timeline
Most administrators assume bringing on a new enrichment provider takes months of back-and-forth. With Kodely, the process from first conversation to first class typically runs 28 to 32 days — not because corners are cut, but because the workflow is built to move in parallel, not in sequence.
The key is front-loading information. When a school shares its demographics, schedule constraints, and likely funding source in the first week, Kodely can generate a site-specific proposal fast. That proposal drives every downstream decision: contract terms, staffing, materials, and scheduling. The rest of the timeline falls into place from there.
This checklist breaks the 30 days into four working weeks with clear task ownership. If your school is already considering the move, this is your operating plan.
If you are still comparing providers or evaluating funding options, start with how to choose an after-school enrichment provider and this guide to Title I after-school enrichment programs before returning here.
The 30-Day Launch Checklist
Week 1 (Days 1–7): Groundwork and Proposal
- Schedule the initial call with Kodely. This is a 30-minute working call, not a sales pitch. Come prepared to discuss grade levels served, approximate enrollment headcount, days and hours available for programming, and any existing after-school structure already in place.
- Share school demographics and schedule constraints. Kodely uses this to determine appropriate curriculum tracks, instructor-to-student ratios, and scheduling format. A school running a 3:00–5:30 PM ASES block has different program architecture than one offering two 45-minute elective slots per week.
- Identify your funding source. The three most common sources for Kodely programs in Title I schools are ELOP (California’s Expanded Learning Opportunities Program), ASES (After School Education and Safety), and Title IV-A Student Support and Academic Enrichment grants. Each has different reimbursement timelines and documentation requirements. If you are uncertain which applies, Kodely’s team can help you identify the right fit.
- Receive a site-specific program proposal. Kodely delivers a written proposal within five business days of the initial call. It includes course offerings, session structure, pricing, and a preliminary schedule. Typical program costs run $18–$32 per student per session depending on class size, course type, and site location.
Week 2 (Days 8–14): Review and Confirm
- Review the proposal with relevant stakeholders. This usually means the after-school coordinator, the principal, and in some cases the district’s extended learning director. Most proposals require one round of revisions — typically around scheduling or grade-level targeting.
- Confirm program selection and schedule. Lock in the course (coding, game design, web development, or robotics), the days and times, and the number of students. Programs typically run in 8- or 12-week cohorts with 15–25 students per class.
- Request the MOU or service contract. Kodely provides a standard agreement that covers instructor responsibilities, attendance tracking, incident reporting, and data privacy compliance including FERPA and COPPA. Budget two to five business days for your district’s legal team to review if that step is required.
- Confirm funding allocation. Work with your school’s business office to confirm that funds are available and that the vendor onboarding process (W-9, insurance certificates, vendor registration) is initiated now, not later. Vendor setup is the single most common cause of delayed first payments.
Week 3 (Days 15–21): Sign, Enroll, Communicate
- Execute the agreement. Once legal review is complete, both parties sign. Kodely countersigns within 24 hours.
- Share student enrollment data. A basic roster with student names, grade levels, and teacher assignments is sufficient at this stage. Full enrollment lists are finalized in Week 4.
- Confirm room or space assignment. Kodely instructors need a dedicated classroom with tables or desks, power outlets, and ideally a projector or display screen. A computer lab works if available, but is not required — students can use school-issued Chromebooks or iPads.
- Communicate the program to families. Send a program flyer home and post via your school app or parent communication platform. Flyers in both English and Spanish are provided by Kodely. Open enrollment should run for five to seven school days.
Week 4 (Days 22–30): Final Prep and Launch
- Finalize the enrollment list. Close enrollment and submit the confirmed student roster to Kodely no later than Day 25. Late additions after this point should be handled through your site coordinator, not via email chains.
- Instructor meets with site coordinator. A 20-minute in-person or video walkthrough covers room logistics, dismissal procedures, attendance protocols, and any student-specific accommodations.
- Confirm materials delivery. For hands-on courses, Kodely ships materials 72 hours before the first class. Confirm delivery address and a point of contact who can receive the package. Digital-only courses require only device access confirmation.
- First day of class. Kodely instructors handle the full session. Your site coordinator should plan to check in briefly on Day 1 and again at the end of Week 2.
Division of Responsibility: Kodely vs. the School
| Task | Kodely | School / District |
|---|---|---|
| Curriculum design and materials | Yes | No |
| Instructor hiring, training, and background checks | Yes | No |
| Attendance tracking and reporting | Yes | Receives reports |
| Family communications and flyers | Provides templates | Distributes |
| Room assignment and setup | No | Yes |
| Funding source identification and grant compliance | Advisory support | Primary responsibility |
| Vendor registration and payment processing | Provides required documents | Processes payment |
| Student enrollment and roster management | No | Yes |
| District legal review of contract | No | Yes, if required |
| Substitute coverage for instructor absences | Yes | No |
Common Delays — and How to Avoid Them
District legal review runs long. Some districts route all vendor contracts through general counsel, which can take two to three weeks on its own. Start this in Week 2, not Week 3. If your district has a standard vendor agreement it prefers to use, request it on Day 8 so Kodely’s team can review in parallel.
Vendor registration is not initiated early enough. New vendors often need to be added to district financial systems before a purchase order can be issued. This is an internal process the school’s office manager or business office handles. It is easy to forget until an invoice is submitted. Start it the same week you confirm funding allocation.
Space is confirmed late or changed. Assigning a room sounds simple, but competing uses — testing, after-school tutoring, staff meetings — create conflicts. Lock down the specific room and days by Day 14 and put it in writing with your facilities coordinator.
Family sign-ups come in slow. A flyer sent home on a Friday rarely gets returned by Monday. Use your school’s app notification, send a text through your parent communication platform, and ask teachers to mention it verbally. Programs with fewer than 10 students enrolled by Day 22 should extend enrollment by three days rather than launch underenrolled.
What to Expect in the First Six Weeks
Week 1 is orientation. Students learn the platform, meet the instructor, and establish classroom norms. Expect some restlessness — this is normal. Week 2 is when engagement solidifies. By Week 3, most classes have a working routine and students are producing their first projects.
Weeks 4 and 5 are where the program depth becomes visible. Students begin debugging, iterating, and collaborating in ways that are measurable. Kodely provides a mid-program check-in report to the site coordinator at the end of Week 4 — this includes attendance rates, project completion data, and any flagged concerns.