School Intersession Newsletter: Communicating Between-Semester Programs to Families

Intersession programs — the enrichment or remediation programs that run during breaks between school terms — are among the most under-communicated programs in K-12 education. They are often planned and staffed weeks before families know they exist. Then a notice goes home ten days before the break and administrators wonder why enrollment is low.

Good intersession communication starts earlier than feels necessary and is more specific than feels possible at the planning stage. Here is how to do it.

Announce It Six Weeks Out

The first intersession newsletter should go out six weeks before the break, even if you do not yet have the full schedule finalized. At six weeks out, families need three pieces of information: that the program exists, roughly what dates it covers, and when they will receive enrollment details.

"Our winter intersession program will run December 26th through January 3rd. This year's program will focus on [theme or subjects]. Enrollment information will be sent home in two weeks, with priority spots reserved for families who indicate interest by [date]."

That early announcement accomplishes two things. It gives families who need childcare during the break time to plan around the program. And it creates a waitlist of interested families before enrollment officially opens, which gives you real data on how many sections you need to staff.

The Enrollment Newsletter: Cover the Specifics

When enrollment opens, send a newsletter that covers everything a family needs to decide and register. This newsletter needs to answer: What are the daily hours? Is there transportation, or is drop-off and pick-up required? Is there a cost, and if so, what does it cover? What is the program's focus — academic remediation, enrichment, arts, athletics, something else? Who is it designed for — all students, specific grade levels, students who need specific support?

That last question is the one most intersession newsletters dodge, and it causes confusion. If the program is designed to support students who are behind in reading, say so. If it is open to any student who wants a structured activity during the break, say that instead. Families should not be left guessing whether their child is the target audience.

For Year-Round Schools: Intersession Is a Core Offering

Schools on a year-round calendar have intersession programs multiple times per year, often three or four. For these schools, intersession communication should be treated with the same weight as summer program communication — because for families on a year-round schedule, intersessions are functionally the same as summer.

Build an intersession newsletter template that you can reuse each cycle, updating the dates, theme, and enrollment details. Consistency in format means families spend less time figuring out where the information is and more time actually reading it.

Also worth doing for year-round schools: publish the full year's intersession calendar in August so families can plan childcare for all four breaks at once. A single planning newsletter sent in August that outlines all four intersession periods — even just approximate dates and themes — saves every family four individual searches over the course of the year.

During the Program: Brief Daily or Weekly Updates

Intersession programs are short, often just one to two weeks. A full weekly newsletter is probably unnecessary, but a brief mid-program update — sent after day two or three — tells families the program is running smoothly and gives them something specific to talk to their child about.

Three sentences is enough: what students did in the first two days, what is coming in the second half, and one specific observation from the program. "Students spent Monday building their own board games from scratch. The designs ranged from a planetary travel game to a neighborhood trivia challenge. Today they are playtesting each other's games and making adjustments." That is the whole update. It takes a minute to write and it makes the program feel real to families who are at work while their child is there.

Closing and What Comes Next

End every intersession with a brief closing newsletter. What did students accomplish? Are there any materials, projects, or books going home on the last day? What should families do to help their child stay connected to what they worked on?

If the intersession had a remediation focus, be honest and specific: "Students made meaningful progress on their reading fluency goals this week. Here are two ways you can support that work at home before the next school term starts." That kind of concrete handoff is rare, and families remember it.