Business Success Skills

Useful Checklists & Templates for Running a School




This guide includes checklists and templates for key aspects of running a school, including administrative tasks, operations, academics, and student management. These tools help streamline workflows, improve efficiency, and ensure a high standard of education and compliance.

1. Checklists for Running a School

A. Daily Operations Checklist

  1. ? Opening Procedures:
  2. Inspect classrooms, hallways, and common areas for cleanliness and readiness.
  3. Test technology (e.g., projectors, computers, internet connections).
  4. Unlock gates, doors, and ensure security systems are disarmed.

  5. Conduct a morning briefing with staff.

  6. During School Hours:

  7. Monitor student attendance and tardiness.
  8. Address disciplinary issues and resolve conflicts.
  9. Ensure lessons are running smoothly and provide support to teachers.

  10. Monitor school facilities (e.g., restrooms, cafeterias).

  11. End-of-Day Procedures:

  12. Ensure classrooms and facilities are cleaned and locked.
  13. Verify dismissal procedures (e.g., buses, pick-ups) are conducted safely.
  14. Record daily issues or incidents for review.

B. Weekly Operations Checklist

  1. ? Administrative Tasks:
  2. Review enrollment updates and follow up with prospective students/parents.
  3. Check teacher schedules and adjust for any absences.

  4. Verify lesson plans and ensure curriculum alignment.

  5. Staff Collaboration:

  6. Host weekly staff meetings to discuss challenges and updates.

  7. Collect feedback from teachers and staff on operations and academics.

  8. Maintenance Tasks:

  9. Conduct facility inspections (e.g., playgrounds, labs, equipment).

  10. Address minor repairs or escalate major issues to contractors.

  11. Academic Oversight:

  12. Review upcoming assessments or exams.
  13. Plan for extracurricular activities and ensure resources are available.

C. Monthly and Annual Checklist

  1. ? Monthly Tasks:
  2. Review financial statements, including tuition payments and expenses.
  3. Update progress reports and send them to parents.

  4. Audit classroom supplies and restock as needed.

  5. Annual Tasks:

  6. Conduct teacher evaluations and professional development workshops.
  7. Review and revise the curriculum.
  8. Prepare for accreditation reviews or inspections.
  9. Host annual events (e.g., open houses, parent-teacher conferences).

2. Templates for Running a School

A. Daily Attendance Tracker Template

| Date | Class | Total Students | Present | Absent | Tardy | Notes |
|----------------|----------------|--------------------|-------------|------------|-----------|-------------------------|
| MM/DD/YYYY | Grade 6A | 30 | 28 | 2 | 0 | John absent (sick leave)|
| MM/DD/YYYY | Grade 8B | 25 | 24 | 1 | 1 | Sarah late by 10 minutes|

B. Student Progress Report Template

| Student Name | Grade | Subject | Mid-Term Grade | Final Grade | Comments |
|---------------------|------------|-------------------|--------------------|-----------------|-----------------------------|
| John Smith | 6th | Mathematics | 85 | 90 | Great improvement in algebra |
| Sarah Lee | 8th | Science | 78 | 80 | Needs more participation |

C. Teacher Evaluation Template

| Teacher Name | Subject | Evaluation Area | Rating (1-5) | Comments |
|---------------------|---------------|-----------------------------|------------------|-----------------------------|
| Ms. Jane Doe | English | Classroom Management | 5 | Creates a positive environment |
| Mr. John Brown | Mathematics | Lesson Delivery | 4 | Should incorporate more examples|
| Ms. Alice Green | Science | Student Engagement | 3 | Needs to encourage more discussions |

D. Enrollment Tracker Template

| Student Name | Grade | Parent Name | Contact Info | Tuition Status | Notes |
|---------------------|------------|---------------------|-------------------------|---------------------|----------------------------|
| John Smith | 5th | Mary Smith | [email protected] | Paid in Full | Excels in Math |
| Sarah Lee | 8th | David Lee | [email protected] | Partial Payment | Needs extra tutoring |

E. School Budget Template

| Category | Budgeted Amount ($) | Actual Amount ($) | Variance ($) | Notes |
|-----------------------|------------------------|-----------------------|-------------------|-------------------------|
| Staff Salaries | $300,000 | $310,000 | -$10,000 | Adjusted for bonuses |
| Facilities Maintenance| $50,000 | $45,000 | +$5,000 | Savings from outsourcing|
| Technology Upgrades | $20,000 | $18,500 | +$1,500 | Purchased new tablets |
| Marketing Expenses | $10,000 | $12,000 | -$2,000 | Increased online ads |

F. Incident Report Template

| Date | Time | Incident | Involved Parties | Action Taken | Follow-Up Required? |
|----------------|-----------|---------------------------|---------------------------|--------------------------|-------------------------|
| MM/DD/YYYY | 11:30 AM | Playground altercation | John Smith, Sarah Lee | Notified parents, mediated| Yes, monitor behavior |
| MM/DD/YYYY | 1:00 PM | Fire alarm false activation | N/A | Reset alarm, informed staff| No |

3. Key Metrics to Track for School Operations

A. Enrollment Metrics

  1. Enrollment Growth Rate:
  2. Formula:
    [ {Growth Rate (\%)} = \frac{{New Enrollments - Departures}} / {{Previous Total Enrollment}} * 100 ]

  3. Example: (220 - 10) ÷ 200 = 10%.

  4. Student Retention Rate:

  5. Formula:
    [ {Retention Rate (\%)} = \frac{{Returning Students}} / {{Total Students}} * 100 ]
  6. Example: 190 returning ÷ 200 total = 95%.

B. Financial Metrics

  1. Revenue per Student:
  2. Formula:
    [ {Revenue per Student} = \frac{{Total Revenue}} / {{Number of Students}} ]

  3. Example: $1,000,000 ÷ 200 = $5,000/student.

  4. Cost Per Student:

  5. Formula:
    [ {CPS} = \frac{{Total Operating Costs}} / {{Number of Students}} ]

C. Academic Metrics

  1. Student-Teacher Ratio:

  2. Formula:
    [ {Ratio} = \frac{{Number of Students}} / {{Number of Teachers}} ]

  3. Average Test Scores:

  4. Monitor class-wide averages to identify areas needing improvement.

4. Tools for School Management

  1. School Management Software:

  2. PowerSchool, Blackbaud, EduSys.

  3. Learning Management Systems (LMS):

  4. Google Classroom, Moodle, Canvas.

  5. Financial Management:

  6. QuickBooks, Wave, Xero.

  7. Communication Tools:

  8. ClassDojo, Remind, Zoom (for virtual meetings).

  9. Scheduling and Attendance:

  10. Acuity Scheduling, MySchool, Alma SIS.

5. Best Practices for School Management

  1. Streamline Communication: Use centralized platforms to communicate with staff, parents, and students.
  2. Monitor Key Metrics: Regularly evaluate enrollment trends, academic performance, and financial health.
  3. Engage Parents and Students: Organize open houses, parent-teacher meetings, and extracurricular activities.
  4. Focus on Safety: Implement strict safety measures and protocols for emergencies.
  5. Train Staff: Offer workshops and professional development to keep teachers and staff updated.
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