Factors to Consider Before Sunsetting an Activity Program

History in schools is so rich. So much nostalgia, so many memories. Activities directors need to honor the past and look to the future. So often students, finances or genuine interests change and cause schools to look at what they offer for co-curricular opportunities.

The question that needs to be answered is when can an activity be discontinued or go into sunset? There are three main factors that need to be considered when coming to this decision. Who does this affect now, who does it affect in the future, and financially does it make sense? Taking each of these aspects into account will not give a clear-cut answer, but it will help guide to a mindful decision.

Who does it affect now?
Looking at a sports team and realizing there are not the numbers to play a certain level is frustrating. Are there seniors on the team? Is it possible to bring up underclassmen to fill spots and not risk injury, such as in football? What can be done to make it work? There needs to be a deliberate prediction for future years. Is this a fluke year where the number of participants is just low? If the lower levels have great numbers, is it possible to just squeak by with band-aid decisions? For example, can you move lower levels up to varsity or not have a varsity and only play JV games for one year?

Another option might be combining with another school for that sport. There is a lot involved in doing this if the state association permits cooperatives. In this event, there are steps to follow, and it is easier to do the earlier you plan for it. Do not wait until the season is about to start to consider combining with another school. The key is to always look at numbers and see trends. It is a prediction game, but the reality is the numbers will not be known until the first day of practice.

As for clubs, schools often need the clubs to “fill out” a yearly intent form with an agreed faculty advisor and an approximate number of students. Depending on expenses (if any), then the club numbers may not matter. Therefore, three or four students may have a “club” if it does not impact the budget. This permits all students to find something to be involved in and a place to belong.

What are the effects for the future?
If a sport is put to sunset, what are the ramifications for future students? If there is no feeder program and no interest, then it will be a moot point. On the other hand, what if an amazing hockey player in seventh grade attends your school and you no longer will be offering hockey? The reality is you may lose that student from your district to a district that offers hockey.

What is the impact of not offering something to the community? If the district is not providing a sport, what does that look like for the businesses after school or into the evening? This may be a time to have a roundtable talk with the community. Allow for some brainstorming or “fresh” ideas.

What is the impact on prospective students? Again, depending on state education rules and state associations, students may be leaving or not coming. It is a risk. This may be where you consider creating a cooperative with a neighboring school.

Does it financially make sense?
If you have a club with four people in it and an advisor has agreed to volunteer, or let them meet in her classroom, then it is no cost to the district. That particular club can continue to be small and provide for a place to belong for those four students.

If you only have four students in track and field, this is a different story. How will you afford a coach, transportation? If alumni offer money to continue the offering, is it sustainable? All the money in the world cannot necessarily increase participation numbers of a particular sport or activity.

Sunsetting an activity is never easy. It will lead to hurt feelings for those affected. As long as each decision has been thoughtfully considered with who it will affect now, who it will affect in the future, and if it makes financial sense, then it is evident the district or activities director did his or her due diligence. Just remember, putting an activity to sunset does not mean it is forever.