BGMD TEAM ONBOARDING • PROGRAM YEAR OVERVIEW

Program Year Overview Calendar

High-level look at when we onboard, prepare activity kits, send family access details, launch the BGMD Club Pilot Program, and stay aligned as a team. Each department uses this as the shared rhythm.

July 2026
Final Setup, Kits & Family Access
  • Operations: Confirm team access to Microsoft 365, Microsoft Teams, shared files, and role-based dashboards.
  • Programs / Operations: Finalize session flow, activity instructions, materials, and family-facing communication.
  • Product & Shipping / Operations: July 17: Activity kits begin shipping to registered families.
  • Operations / Parent Support: July 25: Parent credentials, dashboard access information, and classroom details are sent.
  • Marketing / Comms: Prepare final reminders, approved parent updates, and launch communications.
Activity Kits Parent Access Launch Prep
August 2026
BGMD Club Pilot Program Launch
  • Programs / Operations: August 1: Black Girl Magic Day Club Pilot Program begins.
  • Programs: First cycle of virtual sessions begins and stabilizes.
  • Parent Support / Operations: Monitor parent questions, login issues, dashboard access, and classroom updates.
  • Programs / Operations: Ongoing check-ins with facilitators, mentors, staff, and families.
  • Social / Content: Capture approved program moments, stories, and updates for future storytelling.
Program Launch Virtual Sessions Parent Support
September 2026
Program Rhythm & Support
  • Programs: Weekly sessions continue with a steady, predictable rhythm.
  • Programs / Operations: Track attendance, engagement, activity completion, and support needs.
  • Parent Support: Continue family communication, reminders, and issue resolution.
  • Partnerships / Development: Share early program wins with sponsors, donors, and partners when approved.
  • Social / Content: Align approved stories, program highlights, and impact moments with public-facing content.
Weekly Rhythm Engagement Storytelling
October 2026
Feedback & Mid-Program Adjustments
  • Programs: Review what is working, what needs support, and what should be adjusted.
  • Programs / Operations: Collect feedback from girls, families, facilitators, and team members.
  • Operations: Update internal notes, SOPs, and dashboard workflows based on real program needs.
  • Partnerships / Social: Use approved impact stories for partner updates and media storytelling.
Feedback Adjustments Impact
November 2026
Impact, Partnerships & Planning Ahead
  • Programs: Continue sessions while identifying final-cycle needs, wins, and support gaps.
  • Partnerships / Development: Follow up with partners, donors, and funders using approved progress updates.
  • Finance / Operations: Review program expenses, reimbursements, invoices, and reporting needs.
  • Operations / Programs: Begin documenting what should stay, change, or scale for the next program cycle.
Partnerships Finance Planning
December 2026
Wrap-Up, Reflection & Reporting
  • Programs: End-of-cycle reflection with girls and families while the experience is still fresh.
  • Social / Content: Impact stories, approved media, and program recap drafted.
  • Finance / Operations: Reporting to fiscal sponsor, grant contacts, and key partners completed as needed.
  • Operations: Archive final documents, update SOPs, and prepare recommendations for the next cycle.
Reflection Reporting Next Cycle

Key Anchor Dates

  • July 17: Activity kits begin shipping to registered families.
  • July 25: Parent credentials, dashboard access information, and classroom details are sent.
  • August 1: Black Girl Magic Day Club Pilot Program begins.
  • September–October: Program rhythm, parent support, feedback, and adjustments.
  • December: Reflection, reporting, and next-cycle planning.

Who Owns This Calendar?

  • Primary: Head of Operations + Head of Programs.
  • Supports: Partnerships, Social/Content, Finance, Parent Support, Product & Shipping.
  • All changes that impact families, program sessions, shipping, access, dashboards, or funding must be coordinated with Operations.

Cultural & Storytelling Moments

  • Back-to-School Season (August–September)
  • International Day of the Girl (October)
  • National Mentoring Month planning (December)
  • Year-End Reflection & Giving Season (November–December)

These are key opportunities for content, partnership spotlights, donor updates, and affirming how girls of color see themselves in the world.

How to Use This

  • Align your department plans to these months and anchor dates.
  • Flag conflicts, delays, access issues, family needs, or shipping concerns early in Microsoft Teams.
  • Use this overview alongside the shared BGMD digital calendar and department channels.
Programs: What to keep in mind across this calendar
  • July: Confirm session materials, activity kit instructions, family communication, and readiness before launch.
  • August: Protect a steady launch rhythm. If a session has to be changed or cancelled, communicate early and clearly with families.
  • September–October: Monitor engagement, collect feedback, and adjust while the program is still active.
  • November–December: Capture reflections, quotes, learning, and feedback from girls and families while the experience is still fresh.
Operations & Calendar Changes
  • Only Operations or the assigned Calendar Manager should update the BGMD digital calendar.
  • If you need something added or changed, send: event name, date/time, department, who is affected, and any notes families need to know.
  • Operations will make sure it appears on the shared BGMD digital calendar, Microsoft Teams, and in any family-facing updates if needed.
  • Post proposed changes in the Microsoft Teams Operations channel before treating them as final. Don’t promise new dates to families or partners until Operations confirms.