Summer Camp Scholarship Program
Implementation for Volusia County

Challenge

Volusia County sought a scalable, equitable way to award summer camp scholarships to eligible families while maintaining a clear audit trail and an easy experience for both families and summer camp providers. The County needed to manage high application volume, short timelines, and complex documentation requirements, and coordinating summer camp reimbursements and voucher processes across 46 summer camps.

Objective

Design and operate an end-to-end program that is equitable, auditable, and simple: streamline applications and eligibility verification, issue vouchers quickly, support providers with clear attendance and reimbursement workflows, and deliver real-time reporting to inform policy decisions for 2025.

Solution

We implemented a compliance-ready workflow tailored to Volusia County’s needs.

• Application and verification: Built online application with clear document guidance and multilingual instructions in two languages. Eligibility was verified using proof of 30-day income and household size, with standardized proof-of-age documentation.
• Provider onboarding and attendance: Created provider intake process, standardized voucher issuance, and established attendance submission and extension procedures to enable reallocation of unused awards to families who were waitlisted.
• Family and provider support: Provided email and phone correspondence and plain-language communications, including materials in Spanish.
• Data, dashboards, and compliance: Tracked key metrics in dashboards; maintained audit trails for eligibility decisions, voucher status, and reimbursements; and produced Board-ready summaries on schedule.

Key Findings

• Received and processed 1,738 family applications and issued 1,204 scholarships to children across 22 towns and cities in Volusia County.
• Supported both family and provider applications, partnering with 23 summer camp providers operating 46 camp locations.