As the COVID-19 pandemic disrupted many aspects of life, the out-of-school time (OST) field faced some of its toughest challenges yet. Youth development programs had to quickly adapt, finding ways to navigate unprecedented obstacles while continuing to provide quality services for young people. In Richmond, Virginia—a community deeply invested in its youth—one pressing question emerged: How could program quality be sustained during and directly after a time of such drastic change?

Drawing on more than a decade of collaboration and experience with the Youth Program Quality Improvement (YPQI) approach, Richmond’s OST leaders leaned into resilience and innovation. Their solution? The YPQI Mini Cycle, a flexible, reimagined training and continuous quality improvement (CQI) model.

Managed by the Virginia Commonwealth University Mary and Frances Youth Center, the Richmond Youth Development Network (RichmondYDN) began its journey with the YPQI approach in 2011 when the United Way of Greater Richmond and Petersburg introduced the framework to the region. Over the years, RichmondYDN has become a pillar of youth development in the community. By 2020, the initiative had expanded to 61 sites and trained hundreds of providers, fostering the creation of high-quality, impactful programming for young people. “The history of YPQI in this region is one of deep collaboration and legacy. It’s always been about supporting youth programs in meaningful ways,” says Dr. Vaughn Garland, Director of RichmondYDN.

When the pandemic disrupted every aspect of OST programming, the forward momentum of the YPQI approach in Richmond came to a near standstill. Staff turnover, resource constraints, and the inability to conduct full-day training workshops left many providers struggling to stay engaged. “COVID made us rethink what YPQI could look like for the region, given how many people we lost in the process,” Garland recalls.

Recognizing these challenges, Garland and his team at RichmondYDN partnered with CQI specialists at the Forum’s Weikart Center for Youth Program Quality to co-design and facilitate a series of steering committee sessions. These sessions brought together regional stakeholders—including OST leaders from Henrico and Chesterfield counties, Richmond Public Schools, and organizations like Peter Paul RVA, the YMCA and local independent youth organizations—to build a framework that responded to the field’s immediate needs while maintaining YPQI’s core principles. The Weikart Center team worked closely with Garland to ensure that the Mini Cycle offerings were tailored to Richmond’s unique context and priorities. “Before offering anything, we pulled everyone together and listened to the community. They guided us every step of the way,” Garland emphasizes.

From February through June 2024, the steering committee met five times to collaborate on a shared vision for quality, with a clear goal: to build a sustainable system that ensures all young people in the Greater Richmond area have access to high-quality programs. As Garland explains, one of the challenges they faced—and embraced—was rethinking training to fit into shorter sessions without sacrificing important content.

With input from the broader community, stakeholders developed actionable recommendations for each stage of the YPQI approach and outlined next steps for implementing a regional CQI system, leading to the creation of the Mini Cycle model: a streamlined, accessible approach that maintains the YPQI approach’s proven methods. The model features:

• Shorter, two-hour sessions designed to fit into providers’ packed schedules.
• Incremental learning that allowed participants to jump in without falling behind.
• Practical strategies providers could implement immediately.

When the first Mini Cycle sessions launched in Fall 2024, providers responded with enthusiasm. The concise, engaging sessions—facilitated by the Weikart Center—helped providers build actionable plans they could take back to their programs. Organizations like Peter Paul RVA, which serves over 135 youth in grades 1st-12th daily, praised the Mini Cycle for its versatility and relevance. “Providers left smiling, with a plan and new insights they could take back to their programs the same afternoon,” Garland shares. Peter Paul RVA utilized the quality programming assessment format to identify an area for growth. They prioritized ensuring that the staff received additional professional development to deepen their understanding of one of YPQI’s standards before designing a program for implementation. They find this approach not only enhances staff skills but also positively impacts the youth they serve.

At its heart, the YPQI approach is about creating meaningful, high-quality experiences for young people. Garland reflects on the ripple effect that quality improvement has on both staff and youth. Positive youth development principles, like warm welcomes and opportunities for youth voice, transform staff practices and program environments. “When staff are trained well, youth feel the difference. The YPQI approach is about fostering stronger connections between staff and youth while developing programs that effectively promote and support youth growth,” he says.

Looking ahead, Garland sees the Mini Cycle model as a critical tool for building the future of youth development in the region. His goal is to expand the model’s reach while keeping the collaborative, community-driven process that made it successful. “This work isn’t just about today; it’s about building a sustainable, community-driven future for youth programs in Richmond and across Virginia,” Garland says.

By emphasizing flexibility, accessibility, and intentionality, the Mini Cycle represents an evolution of the YPQI approach that shows how communities can innovate to ensure every young person has access to high-quality, impactful programs.

Ready to explore how the Youth Program Quality Improvement approach and the Mini Cycle model can strengthen your OST programs? Get in touch with the Forum’s Weikart Center today to explore resources and training opportunities.

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