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What’s Hiding in Your Timesheets? 4 Costly Mistakes to Catch Now 

As the school year winds down, the behind-the-scenes work in K-12 districts ramps up. From payroll and summer scheduling to compliance prep and staff changes, this busy stretch is when K-12 time tracking mistakes often slip through the cracks unnoticed; creating downstream issues for Payroll, HR, and Finance.  

Whether you’re part of a large department or juggling multiple roles in a small district, now’s the time to step back and ask: What might be hiding in your timesheets that could create problems later on? 

Here are four common (and costly) mistakes — and how to catch them before they carry over into the new year. 

1. Are You Tracking the Right Role for the Right Time? 

“We have staff working multiple jobs — how do we know they’re clocking into the right one?” 

It’s not uncommon for the same employee to wear different hats throughout the week — or even the day. A classroom aide might shift into a summer tutoring role. A cafeteria worker might help with after-school programs. And plenty of staff are paid from multiple funding sources depending on what they’re doing, when. 

But if all those hours are logged under the same job code, it can throw off everything from payroll to grant reporting. 

  • Blurred roles = misused state or federal funds 
  • Wrong codes = incorrect pay or benefit eligibility 
  • Lack of job-level detail = audit risk 

Catch it now: Your system should let employees select the right job at clock-in, apply the correct pay rules automatically, and track time to the right cost center — so you’re not stuck untangling it later. 

“Before Frontline, we were doing many timesheets by hand. It was time-consuming and overwhelming.”

Lisa Moreland, Mason County Schools

2. Unapproved or Unplanned Overtime 

“Did someone approve all this overtime?” 

Overtime costs often spike at year-end — especially with summer programs, facilities work, or extra duty. But if you discover that overtime after it’s already been paid, you’ve lost your chance to control it. 

  • Missed approvals = financial risk 
  • Surprises = poor budgeting optics 
  • Manual tracking = burnout for Payroll 

Catch it now: Look for a time tracking system that allows real-time approvals, automatic alerts for overtime thresholds, and visibility into trends — before it becomes a finance fire drill. 

“We went from three and a half days of agonizing about payroll errors… to just a day and a half.”

Jeff Swartzentruber, Mid-Prairie CSD

3. Fragmented Hour Tracking for ACA & Compliance 

“Why is ACA compliance still so hard?” 

It’s not a secret that tracking hours for ACA, FLSA, and FMLA can get messy fast — especially for employees working multiple roles or varying schedules. If your data is spread across spreadsheets, paper slips, or siloed tools, you’re setting yourself up for compliance trouble. 

  • Eligibility decisions get delayed 
  • Reports take hours to compile 
  • Inaccurate tracking opens you up to audits or penalties 

Catch it now: Use a system that captures all time data in one place, across roles, calendars, and contracts. Compliance starts with visibility. 

4. Disconnected Systems, Siloed Teams 

“We changed the schedule — but Payroll never saw it.” 

When scheduling, absence tracking, time collection, and payroll systems don’t talk to each other, critical information gets stuck. Updates made by one team never reach another. Data doesn’t flow where it needs to. And your staff is left filling the gaps manually. 

  • Missed or unapproved absences don’t reflect in timesheets 
  • Calendars and time rules are out of sync 
  • Manual fixes slow down payroll and increase the chance of error 

Catch it now: Make sure your Absence Management and Time & Attendance tools are connected—and that your HR and Payroll teams can rely on the same shared data. Without system interoperability, inefficiencies and inaccuracies multiply. 

Time Tracking That Works (Whether You’re a Team of 2 or 20) 

In some districts, one or two people are responsible for everything — assigning jobs, approving time, running payroll, and making sure every hour is funded and documented correctly. In others, those responsibilities are split across HR, Payroll, and Finance teams, each with their own systems and workflows. 

But the underlying challenges are the same: 

  • Too much manual entry 
  • Systems that don’t talk to each other 
  • Errors that show up after the fact—when it’s too late to fix them easily 

Smarter time tracking isn’t just about cleaner data. It’s about giving your team a process that works with the resources you actually have, not the ones you wish you had. 

With the right tools, you can: 

  • Track time accurately across roles, calendars, and locations 
  • Eliminate duplicate entry and reduce payroll delays 
  • Surface issues early — before they turn into compliance risks or budget surprises 

Whether you’re closing out the year or preparing for what’s next, now is the time to take a closer look at how your district tracks time. 

Because in schools, time isn’t just money — it’s people, programs, and peace of mind. 

Ready to learn more about Frontline Time & Attendance?
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Erin Shelton

Erin is a writer and member of the award-winning content team at Frontline Education. With experience in education, she is passionate about creating content that helps to support and impact the growth of both students and teachers.

How Dallas ISD Transformed Inventory Management: Lessons from a Million-Asset District 

If you’ve ever felt your pulse quicken after a teacher emails, “Where’d the laptop cart go?” — congratulations, you’re living the real life of a K-12 inventory manager. On a good day, you’re reporting solid inventory numbers at a board meeting. On a bad day, you’re fielding calls about projectors that seem to have grown legs. In Dallas ISD, Lyn Wilkerson carries this load for 230 campuses and more than a million assets. “A lot of it is managing the logistics, especially in a district our size. When we have roughly 230 campuses, it’s planning out these inventories and getting them accomplished,” he says. 

There’s nothing theoretical about this job. You’re working around audits, juggling late-night emails, and feeling the very real squeeze of a budget that never matches demand. Lose a single laptop, and it isn’t just paperwork — somebody’s lesson stalls. Miss a count, and finance is knocking. 

Centralize Your Inventory Data 

If you’re managing assets with half a dozen spreadsheets and group emails, you’re working too hard — and still missing things. Dallas ISD used to be there. “We had multiple databases with multiple departments managing individual sections, but nothing cohesive across the district,” Wilkerson remembers. Special Ed, IT, Career Technology… each had its own system. No wonder devices vanished or piled up in forgotten closets. 

Lyn puts it plainly: “If you have one campus who’s got an oversupply of devices here and another one’s got an undersupply, no one knows that because no one’s looking at that information in the big picture.” 

Key takeaway: A single, unified system won’t solve every headache, but it’ll help keep you from wasting money and chasing ghosts. It’s breathing room in your day, and your budget. 

Building Accountability & Relationships 

A tracking system is only as good as the people who use it. The hardest part? Getting buy-in from campuses and staff who already feel stretched thin. 

Wilkerson doesn’t wait for compliance — he builds it through relationships. “I’m not afraid to go out and talk to them individually… I like to go out there, do the face-to-face meetings, talk to those individuals if they give me a chance.” 

He meets staff where they are, listens, and makes it clear: the goal isn’t to add work, but to ensure teachers and students have the resources they need. “Everything I have to gain is from having your cooperation. I’m never going to go in antagonistically. I want to work with you, see what issues you have, and help you solve them,” he adds. “If I can help you in those situations, I can usually gain your trust and get you as an ally.” 

Practical steps: 

  • Engage principals, office managers, and teachers early. 
  • Show how asset management supports instruction, not just compliance. 
  • Reinforce that accountability benefits everyone, not just the business office. 

Don’t Make People Jump Through Hoops 

No one lines up for more paperwork. If asset tracking looks like extra work, most staff will find a way to skip it. Wilkerson saw this at Dallas ISD. “You want to show them that it’s not difficult to do and do as much as possible to make it easier for them,” he explains. “If you don’t want to use it, you won’t use it.” 

So the team kept things simple. Training was practical, not theoretical. Processes made sense. When people could see how easy it was and how it actually helped them, not just central office, compliance stopped being a struggle. That’s the difference between a tool and a chore. 

Strategies that work: 

  • Offer user-friendly systems and clear, concise training. 
  • Show quick wins — how tracking helps secure funding, reduce losses, and simplify audits. 
  • Avoid jargon and keep processes lean. 

When inventory feels intuitive, compliance goes up. Staff see tracking as a tool, not a chore. 

Support Schools with Hands-On Help 

Not every school has the staff or bandwidth to tackle inventories alone. Wilkerson’s approach: offer help, not just instructions. “I can’t help them on the staffing level, but I can send some staff over to help them create a disposal of items, help them clean out a portable that’s got a bunch of old devices. I’ll send someone over to help you.” 

This boots-on-the-ground support removes barriers and demonstrates that central office is a true partner. 

How to scale support: 

  • Deploy district staff for large-scale inventories and device disposals. 
  • Celebrate shared wins when schools complete audits or hit compliance targets. 

Find Creative Ways to Repurpose Technology 

Aging or surplus devices don’t have to gather dust. Wilkerson makes asset reallocation an art. “If I find someone has a surplus of items over here that they don’t need anymore, and I know someone has a need, then I’ll find a way to repurpose those items.” 

Dallas ISD once traded Chromebooks a campus couldn’t use for a new marquee, using the devices elsewhere. “We make that exchange and build that relationship, and then it’s easier to get buy-in.” 

Repurposing ideas: 

  • Move eSports hardware to classrooms or admin roles after upgrades. 
  • Reassign devices from low-usage departments to schools in need. 
  • Partner with IT to assess which devices can safely be re-imaged or recycled. 

Automation Means Accuracy 

You don’t need a stack of pink slips or a forest’s worth of forms just to get rid of a busted laptop. Manual, paper-based processes slow you down and breed mistakes. Dallas ISD moved away the binders and sticky notes, transferring everything to a digital system: no more double entry, no more guessing what’s sitting in the back room. Now, they’re automating even more. As Wilkerson puts it: “We’re moving forward now to where the vendor can just go in and pull that ticket themselves from our database and know where to go pick it up.” 

That’s time back in your day, fewer dropped balls, and way less risk of things falling through the cracks. 

Why automate? 

  • Reduces data entry and manual mistakes 
  • Makes audits and reporting faster and more reliable 
  • Frees up time for real work—not paperwork 

If your system still relies on spreadsheets or paper, it’s time to upgrade. 

Measure and Continuously Improve 

Good inventory management is never “done.” Dallas ISD uses scorecards to grade campus compliance, regularly reviews data, and makes process tweaks after every audit cycle. 

“Once you get to that point, it’s easier from there,” Wilkerson says. “You just modify it as you go. You just update it as you progress. But it’s getting them through the first hurdle of just finding where everything is initially.” 

Best practices: 

  • Schedule regular audits and cycle counts. 
  • Use dashboards to spot gaps and trends. 
  • Share results with schools and make improvement a team sport. 

Take the Next Step: Centralize, Empower, and Transform Your Inventory Management 

K-12 inventory management isn’t just about tracking devices. It’s about maximizing resources, empowering staff, and keeping students at the center. The journey starts with centralizing data, building buy-in, and supporting schools every step of the way. 

Ready to make your next audit a win? Start your inventory management transformation today. 
Start here

Ryan Estes

Ryan is a Customer Marketing Manager for the global award-winning Content Team at Frontline Education. He spends his time writing, podcasting, and talking to leaders in K-12 education

3 Key Special Education Priorities for 2025: Staffing, Service Delivery & Early Intervention

As districts prepare for the challenges and opportunities ahead, the latest K-12 Lens 2025 report highlights three major Special Education priorities for 2025: staffing shortages, evolving service delivery models, and the urgent need to reinforce early intervention strategies. From chronic shortages in special education staff to shifts in service models and early intervention strategies, the report offers timely data and actionable takeaways for district leaders. 

Here are three major trends and what they mean for those leading Special Education programs: 

1. Staffing Shortages Persist – But Retention Strategies Make a Difference 

While general teacher shortages have started to ease, Special Education remains one of the most difficult areas to staff. Over half of districts report significant shortages of SPED educators and paraprofessionals. Yet, districts investing in targeted professional development and mentoring for early-career SPED staff are seeing measurable improvements in retention. 

What this means: Leaders should double down on supporting SPED teams through strategic PD, mentoring, and streamlined onboarding. Investing in systems that ease administrative burdens can free HR and SPED directors to focus on what matters most—building and keeping strong teams. 

2. Service Delivery Is Evolving: Hybrid Models and Partnerships Are Key 

Districts are increasingly turning to hybrid staffing models and third-party partnerships to ensure students with IEPs receive timely support. Notably: 

  • In-house mental and behavioral health services correlate with nearly 50% lower chronic absenteeism. 
  • The outsourcing of speech-language and related services has tripled in the past year. 
  • Rural and high-mobility districts are especially challenged in ensuring equity and access. 

What this means: Directors of Special Education should explore creative delivery models and leverage digital tools to manage external partnerships, track compliance, and maintain visibility into service quality. 

3. Early Intervention Tools Work — But Use Is Slipping 

Early warning indicators used in grades 1–5 have proven effective in reducing absenteeism and improving staff satisfaction. Yet, puzzlingly, their use declined 6% this year. 

What this means: Leaders should reinforce the use of data systems and early alerts to proactively address risks. Integrating these tools with broader compliance platforms (such as Frontline Special Programs Management) can make it easier to track interventions and ensure consistent application across buildings and staff. 

Leading Strategic Change: Your Role as a Special Education Leader 

Special Education Directors are uniquely positioned to drive district-wide impact. The most successful leaders in the K-12 Lens study are: 

  • Aligning PD with staff needs 
  • Investing in tools that track service delivery and compliance 
  • Collaborating across SPED and general education 
  • Balancing in-house capacity with outsourced services 

With rising expectations and limited resources, operational efficiency and proactive leadership are more important than ever. Tools like Frontline Special Programs Management can help streamline workflows, ensure compliance, and empower staff through self-service access and real-time insights. 

Dr. Taylor Plumbee

Dr. Taylor Plumblee is an experienced education executive with demonstrated success in education management and marketing. She joined Frontline Education in 2021 and is the Manager of Product and Solution Marketing with a focus on Student & Business Solutions including School Health Management, Special Program Management, Student Information Systems, and Data & Analytics.

Redefining Financial Oversight in K-12: A Data-Driven Approach 

John Espy, Treasurer and CFO of Loveland City School District in Ohio, has long understood the power of data-driven decision-making. With experience in five different districts ranging from 1,200 to 7,000 students, he recognized that school business officials (SBOs) need more than just spreadsheets. They need advanced analytics that accelerate insight and support smarter financial strategies. To keep pace with the demands of financial oversight, he sought a way to analyze trends, track spending, and communicate insights with greater speed and clarity. 

Making Investment Oversight More Effective 

“My board is very, very in tune and wants to have their finger on the pulse of our investments. How are we doing? How is this strategy working?” John explained.  

Traditionally, answering these questions required piecing together data from multiple sources, a slow and cumbersome process. But with the right tools, John streamlined financial oversight. 

Using his analytics software, John demonstrated how in just two clicks, he could pull a year-over-year investment earnings report, visually showing fluctuations and trends. When interest rates dropped in 2025 compared to 2024, he was able to illustrate why their investment strategy was still strong and project where it was heading. 

“I can print a one-page PDF and send it to my board before a finance committee meeting. It’s that simple.” 

Digging Deeper into Purchase Services 

And it wasn’t just investments. Purchase service expenditures – one of the district’s biggest costs – needed closer analysis. 

“When I wanted to review our purchase services, I can quickly see that professional and technical services – the brown section of the stacked bar chart – make up the lion’s share of spending across both years. I just click on that section, and it drills down to a new chart showing year-over-year changes for those specific expenditures”

With one more click, he could break it down further. 

“I can also scroll down and start to look at month-to-month. What happened last year versus what’s happening now? The blue shows last year, the red shows this year. I can scroll down even further and get into the actual detail of that 410 – getting into the next or the third digit of that account code structure.”

Helping a New Business Manager Get Up to Speed 

For John, the benefits extended beyond just tracking numbers. Loveland had a new business manager who came from outside the finance department. 

“Here in Loveland, our new business manager comes from a different administrative background, not directly from the business office. So each week, I sit down with him and use this detailed data to walk through past spending compared to what we’re seeing this year.”

By leveraging data visualization and analytics, John isn’t just improving Loveland’s financial management. He’s setting a standard for how SBOs can lead with data, ensuring financial transparency and strategic decision-making at every level. 

What SBOs Can Take Away From Loveland’s Experience 

John’s experience at Loveland City Schools highlights key takeaways for any school business official: 

  • Spreadsheets slow you down. Static reports require hours of manual work, leaving little time for real-time decision-making. 
  • Two clicks can replace hours of searching. Instead of digging through endless rows of data, interactive analytics allow SBOs to click, drill down, and visualize spending instantly. 
  • Quick insights build trust. Whether it’s answering unexpected board questions or helping new administrators get up to speed, having real-time access to data strengthens transparency and confidence. 
  • The right tools improve forecasting accuracy. According to the K-12 Lens 2025 Report: 
  • 93% of districts using analytics software say their budget projections are very or fairly accurate. 
  • 79% of districts using manual data analysis report the same confidence. 
  • 76% of districts relying on intuition say their projections are accurate. 

Percentage Who Perceived Budget Projections as Very or Fairly Accurate by Data Source They Primarily Use for Financial Decision-Making

k12 accurate budget data
See more findings from K-12 Lens 2025

The takeaway? Access to the right tools matters. As budgets tighten, districts investing in analytics gain a clearer picture of their financial future – without the guesswork. 

A Smart Path Forward for School Business Officials 

John Espy’s story at Loveland City Schools illustrates how advanced analytics can redefine the role of the school business official. With the right tools, SBOs can move beyond static spreadsheets and time-consuming manual processes to a faster, more strategic way of managing district finances.  

Whether answering tough questions from the board, onboarding new team members, or planning for the year ahead, real-time financial visibility leads to stronger decisions and more confident leadership. 

For SBO’s looking to modernize their approach, here’s what matters most:  

  • Speed matters. Rapid access to detailed, visualized data saves hours and supports timely decisions. 
  • Clarity builds trust. Interactive charts and reports help communicate complex financial data to stakeholders more clearly. 
  • Accuracy improves outcomes. Better forecasting, backed by analytics, reduces guesswork and improves planning. 

In an era where districts are being asked to do more with less, financial leaders need more than just information – they need insight. Investing in modern analytics isn’t just a technology upgrade. It’s a strategic shift that empowers SBOs to lead with confidence, transparency, and foresight. 

Hand-picked content for you:

Curious how shifting federal priorities may impact your district’s funding? We’ve rounded up the facts and some ideas you can act on now to get – and stay – ahead.

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Discover the Power of Frontline Analytics  

Frontline Analytics equips K-12 finance leaders with data-driven insights to streamline budgeting, improve forecasting, and make informed financial decisions with confidence. Move beyond spreadsheets and ensure every dollar supports student success.  Learn More

Ellen Agnello

Ellen is a graduate assistant at the University of Connecticut. She is a former high school English language arts teacher and holds a Master’s Degree in literacy education. She is working on a dissertation toward a Ph.D. in Educational Curriculum and Instruction.

The Crucial Role of Mental Health Support and EHR Systems in Shaping Student Success 

In today’s schools, the mission has expanded beyond academics. Educators are now frontline responders to a growing student mental health crisis—and the stakes are high. The demand for services like mental and behavioral health, speech therapy, and occupational therapy continues to rise, while many districts still lack the infrastructure, staffing, and systems needed to meet students’ evolving needs. At the center of this challenge lies an urgent question: How can schools ensure every student gets the right support, at the right time? 

The answer begins with a twofold strategy—prioritizing mental health support and leveraging technology like Electronic Health Record (EHR) systems to streamline service delivery and data-driven intervention. 

Why Mental Health Support in Schools Matters 

The data is clear: students’ mental health directly impacts their engagement, attendance, and long-term outcomes. Chronic absenteeism, which surged to nearly 30% during the pandemic, remains a persistent problem—especially in urban districts. Schools that invest in MBH services see measurable improvements: 

  • 34% chronic absenteeism in districts without any MBH services 
  • 17% average absenteeism across all districts 
  • 14.5% absenteeism in districts with proactive screening and MBH software systems 

The impact is even more profound when schools adopt early intervention strategies. Districts that track early warning indicators in grades 1-5 report lower absenteeism and higher teacher retention, showing that support systems don’t just benefit students—they help stabilize the educator workforce too. 

The Growing Role of External Partnerships 

Many school districts—particularly small or rural ones—struggle to recruit and retain specialists like speech therapists or licensed counselors. For these communities, maintaining a full-time staff member for just a handful of students isn’t sustainable. As a result, more districts are turning to external providers who offer trained, certified professionals without the administrative overhead. 

These partnerships offer several advantages: 

  • Better access: Students are supported faster, without waiting for districts to hire. 
  • Cost efficiency: Services scale with need, avoiding full-time salaries for part-time demands. 
  • Scheduling flexibility: Providers can reduce classroom disruptions and provider travel time. 

Despite this shift, it’s important that outsourcing doesn’t dilute quality or coordination of care—which is where EHR systems play a pivotal role. 

Electronic Health Records: The Backbone of Effective Student Support 

In both in-house and outsourced models, managing health services efficiently and securely is critical. Electronic Health Record (EHR) systems designed for school settings allow educators and service providers to document, monitor, and coordinate student care in a centralized, compliant platform. 

When used effectively, EHR systems help: 

  • Track student progress and service delivery across multiple providers 
  • Monitor early warning indicators by combining academic, attendance, and behavioral data 
  • Ensure compliance with state and federal health regulations 
  • Support Medicaid billing, reducing costs and generating sustainable funding for support services 

Districts that use EHR systems to manage MBH services have significantly lower absenteeism rates—just 14.5%, compared to the 34% in districts offering no such support. This correlation highlights that it’s not just about offering services, but how they’re delivered and tracked. 

From Data to Action: What Schools Can Do Now 

To meet the mental health needs of students and improve key outcomes like attendance, districts must take a strategic, data-driven approach. Here’s how: 

  1. Expand MBH Services 

Whether through in-house teams or strategic partnerships, schools must ensure consistent access to high-quality mental health support. 

  1. Invest in Early Intervention Tools 

Reinforce the use of early warning systems—especially in early grades—to identify issues before they escalate. 

  1. Adopt EHR Systems Purpose-Built for Schools 

Streamline care coordination, compliance, and impact tracking to ensure services are efficient and effective. 

  1. Build Family Engagement into Attendance Strategies 

Outreach programs and stronger school-family relationships are essential for tackling chronic absenteeism. 

  1. Ensure Equity in Access to Care 

Urban districts are now leading in in-house MBH offerings. All districts—regardless of geography—should analyze and adjust support structures to guarantee every student has access to the help they need. 

Final Thought 

The health and well-being of students are foundational to their academic success. As mental health needs grow more complex and service delivery evolves, EHR systems and strategic student support services are no longer optional—they’re essential. The districts that embrace these tools and approaches will be best positioned to boost engagement, reduce absenteeism, and create a stable, supported environment where both students and educators can thrive. 

Want to dive into more data?
Read the K-12 Lens Here

Elise Ozarowski

Elise is a writer and member of the award-winning content team at Frontline Education. A former member of Frontline’s events team, she is passionate about making connections, whether that be in person at events, online via social media or directly in her writing.

Fast Isn’t Always Better: Why Strategic Hiring Starts with Fit, Not Speed 

In a tight labor market, it’s tempting to hire fast. Open positions mean students go without qualified teachers, and the pressure on staff classrooms can be intense. But what if overlooking strategic teacher hiring practices and rushing to hire costs you down the line? 

New data from Frontline’s 2025 K-12 Lens report suggests that districts seeing the best hiring and retention outcomes aren’t just hiring quickly — they’re hiring strategically. These districts take the long view, prioritizing cultural fit, alignment with district values, and strong support from day one. And it’s paying off. 

Hiring Is Getting Easier (for Some) 

The good news: fewer districts now report that hiring has become more difficult. In the 2024 report, 66% of district leaders said recruiting was harder. In 2025, that number dropped to 46%. 

But the recovery isn’t evenly spread. Urban districts continue to face uphill climbs, with 62% of large urban districts saying hiring has become more difficult. And while some roles are easier to fill than a year ago, special education, math, science, and substitute teaching still present major challenges. 

So what’s helping districts make progress? 

What Strategic Hiring Practices Actually Look Like 

Yes, resumes and certifications matter. But strategic hiring requires looking beyond the basics. 

It’s equally important to ground these principles in the day-to-day realities of HR teams. Short staffing, compliance pressures, and limited capacity often force leaders into reactive hiring. Districts that are making headway aren’t overhauling their entire systems overnight. They’re choosing one or two high-leverage practices to shift. That might mean adding a values-based interview question, inviting a curriculum leader into the hiring process, or piloting a new onboarding program. 

These small steps open the door to broader change. Here are several ways to get started: 

  1. Prioritizing Cultural Fit Over Quick Fills 

Districts are increasingly focused on hiring educators who align with their school culture and community. This is more than a nice-to-have. Teachers who feel connected to their school’s mission and values are more likely to stay. 

In urgent situations, prioritizing fit may seem unrealistic or even risky. But even under pressure, districts have found ways to weave in culture and values. Small steps, like asking values-based interview questions or consulting reference feedback on school fit, can signal what matters and guide better matches. This doesn’t mean passing over every imperfect candidate when time is short. But adding intentional touchpoints could help reduce long-term turnover, even when decisions need to be made quickly. 

  1. Involving More Than Just HR 

Hiring is no longer just an HR task. Districts where HR collaborates with curriculum and instructional leaders are better positioned to evaluate not only what a teacher can do, but how they will support instructional goals. For example, that might involve creating cross-functional hiring teams that include HR, building principals, and department heads. These teams could jointly review candidate applications and conduct interviews, evaluate instructional approach, classroom management style, and alignment with district goals. HR manages the logistics and compliance; academic leaders assess instructional fit. The result is that new hires feel better matched and more supported from the start. 

  1. Strengthening Onboarding and Support 

The hiring process doesn’t end with a signed contract. Districts that provide structured onboarding, mentoring, and personalized professional development are seeing better outcomes. These support systems help new teachers succeed — and stay. 

Case Study Read the Full Story

Strategic Hiring in Action
Instead of rushing to fill roles, Franklin Township prioritized finding candidates who fit their culture and long-term goals.

The Cost of Rushed Hiring 

When districts hire too quickly, the long-term consequences can outweigh the short-term gains: 

  • High turnover: Teachers who aren’t a good fit often leave within the first few years. 
  • Increased costs: Recruiting and onboarding new staff is expensive and time-consuming. 
  • Instructional disruption: Frequent staffing changes can negatively impact student learning and school climate. 

Data-Backed Strategies That Work 

Districts that invest in professional development and make it a visible part of their hiring strategy are reaping the rewards. According to the K-12 Lens report: 

  • 32% of districts that use software to automate personalized PD recommendations say hiring became easier over the previous year. 
  • That drops to just 4% for districts that have no way to recommend personalized learning opportunities. 

Ease of Recruiting & Hiring Based on Ability to Automate PD Recommendations

So, what does that software look like? Typically, it’s software that lives within a district’s human capital management ecosystem, such as Frontline Professional Growth. This enables districts to manage and align professional learning with educator evaluations, district goals, and state requirements. It helps connect educators with relevant development opportunities based on performance data and personalized learning plans. District Curriculum & Instruction or HR teams and PD administrators oversee the system, with support from instructional leaders to ensure offerings meet instructional and compliance needs. 

Educators want to work in places where they’ll be supported. Highlighting professional growth opportunities during recruitment signals that your district is serious about teacher success. And, by reviewing PD engagement and skill gaps, you can choose where to focus support for your current teaching staff as well as identify competencies to look for in new hires. 

Hand-picked content for you:

How Professional Development is Driving Teacher Retention in 2025 

The K-12 Lens survey reveals how tailored professional development could be the key to boosting retention, and it’s working for districts just like yours.

See what they’re doing

Takeaways for District Leaders 

Adopting a more strategic model doesn’t require an immediate overhaul. For time-strapped HR teams, it can start with small, high-leverage changes. Start by identifying one hiring practice that feels rushed or misaligned (like relying solely on credentials) and add one new consideration, like alignment with school culture or evidence of collaborative teaching. This incremental approach allows teams to evolve hiring strategy over time while still meeting immediate staffing demands. 

District leaders navigating hiring pressures often need tools that reduce friction, not add to it. Software can streamline both compliance and strategic planning. Districts using connected platforms for hiring, onboarding, professional development, and evaluation gain a clearer, centralized view of their workforce. This helps HR leaders stay audit-ready while also identifying and acting on opportunities for improvement — faster.  

If you want to build a stronger, more stable workforce, start at the beginning: 

  • Refine your hiring criteria: Don’t only hire for credentials. Hire for values and long-term potential. 
  • Build collaborative hiring teams: Involve multiple departments in the process to assess instructional and cultural fit. 
  • Invest in onboarding: Make mentorship and support part of the recruitment package. 
  • Brand your district intentionally: Use outreach, social media, and job postings to share what makes your district a great place to work. 

Strategy Beats Speed 

The districts seeing real progress in both hiring and retention are those taking a strategic, long-term approach. They aren’t just filling vacancies. They’re building strong teams. When you hire for fit and follow through with support, the payoff isn’t just better retention — it’s a stronger, more resilient district. 

Strategic Hiring Starts Here 

Frontline Recruiting & Hiring helps you go beyond filling vacancies. With tools to streamline applicant tracking, support collaborative hiring, and highlight what makes your district unique, you can attract the right educators — and keep them. Build a stronger, more connected team from day one. Learn more about Frontline Recruiting & Hiring.

Ryan Estes

Ryan is a Customer Marketing Manager for the global award-winning Content Team at Frontline Education. He spends his time writing, podcasting, and talking to leaders in K-12 education

Make Summer Count: 10 Smart Moves for Managing Textbook Inventory 

Summer isn’t a vacation season for school operations teams. It’s a sprint. And for those managing textbook inventory, those precious weeks are crucial. The decisions you make now will ripple through the first months of school, shaping how smoothly students settle in, how easily teachers access what they need, and how well your district runs. 

The best inventory teams treat summer like a launchpad, not a breather. They know that the work they do now — the organizing, the clearing out, the double-checking — buys time, trust, and breathing room when the real chaos of back-to-school hits. 

If you’re looking to make the most of this window, focus on the essentials. Tighten up processes, strengthen relationships, and plan for the inevitable curveballs. 

Here are 10 ways to make this sprint season count. 

  1. Build Strong Relationships Across Campuses 

No one likes getting blindsided a week before school starts. The more you talk with curriculum directors, literacy coaches, technology teams, and building administrators now, the more heads-up you’ll get when programs change, new grade levels shift, or specialized instructional materials are needed. Block time each month to check in, even if nothing seems urgent. Those “small talk” moments pay off when bigger challenges show up. 

  1. Give Schools Enough Time to Complete Inventory 

Imagine rushing a hundred teachers to inventory thousands of books two days before summer break. It’s not pretty (or accurate). Some districts try to give schools four to six weeks – you’ll have to determine what’s possible for you. Be sure to send clear instructions and check in along the way. Schools under less pressure report better inventory results, saving you money and last-minute chaos when ordering for the fall. 

  1. Label Every Box Clearly Before Pickup 

An unlabeled box is a mystery you don’t have time to solve. Require every box to list the school name, room number, contents, and contact person. Make it foolproof by providing simple templates and examples. Consider spot-checking at pickup so you don’t end up guessing what came from where later. 

Summer Inventory Toolkit: Setting Up Next Year’s Success 

Summer isn’t downtime. It’s your best window to build a strong foundation for the year ahead. A smooth inventory process now means fewer shortages, faster reorders, and less stress when school starts. 

Use this checklist to get ahead, stay organized, and turn back-to-school into a victory lap instead of a scramble. 

The Summer Inventory Toolkit covers: 

  • Before You Start: Assemble your team, clarify roles, prep your systems, and communicate early. 
  • While You Work: Count what’s actually there, label clearly, track movements, and protect fragile categories like novels and AP materials. 
  • Before You Finish: Clear obsolete materials, reconcile inventory, fill gaps smartly, and recognize your team’s efforts. 

Ready to take the chaos out of back-to-school? 
Download the Summer Inventory Toolkit checklist and start strong. 

  1. Expect and Plan for Staff Turnover 

Your best textbook manager might retire or transfer this summer. Create quick-start guides, host short training webinars, and build “how-to” playbooks so new staff can hit the ground running. A little prep now keeps new hires from feeling lost — and keeps your instructional materials program from unraveling. 

  1. Clear Out Obsolete Materials Early 

Holding on to outdated textbooks “just in case” clogs up storage space and leads to confusion. Launch a spring cleaning campaign. Give clear deadlines and instructions for removing old materials. Make it easy for schools to comply by arranging centralized pickups or providing recycling options. 

  1. Sort Through Returns (Don’t Just Toss Them) 

When you skip sorting, you risk throwing out valuable materials — and spending money to replace them. Set up a basic triage system: usable, salvageable, and recycle. Even one saved class set or novel collection can make a big difference for a school that’s short on supplies. 

  1. Pad New Orders to Cover Enrollment Surprises 

Projected enrollment numbers are guesses, not guarantees. Budget an extra 5-10% in every order to account for unexpected students or new classrooms. It’s faster, cheaper, and less stressful to have a few extras on hand than to scramble for emergency shipments in September. 

  1. Empower Schools to Manage Their Own Inventory 

Nobody knows a building’s materials better than the people inside it. Equip trusted staff with inventory system access and basic training. When schools track their own materials, they report losses sooner, spot shortages faster, and help keep inventory accurate across the district. 

  1. Leverage Technology for Tracking and Payments 

If your inventory system talks to your finance system, everyone wins. Set up workflows where materials receipts trigger payment approvals automatically. You’ll get faster reimbursements, happier vendors, and fewer headaches chasing down missing paperwork. Plus, you’ll always know what’s been delivered and where. 

  1. Stay Proactive — Not Reactive 

The schools that stay ahead win the race. Build your calendar backwards from the first day of school. Communicate deadlines clearly, plan for surprises, and leave breathing room for last-minute shifts. A proactive plan isn’t about avoiding problems. It’s about making sure the inevitable ones are manageable instead of catastrophic.

 

Key MovesWhy It Matters
Build relationships Early heads-up about material needs
Allow 4-6 weeks for inventory Better, more accurate data 
Label boxes carefully Prevents lost or uncredited returns
Plan for turnover Reduces training gaps 
Clear obsolete materials Prevents confusion and mix-ups 
Sort all returns Saves good resources from landfill 
Pad orders Covers enrollment swings 
Empower schools Builds ownership and accuracy 
Integrate systems Speeds payment and tracking 
Stay proactive Reduces stress and last-minute chaos 

Ready to take your instructional materials management to the next level? Frontline’s Instructional Materials Management solution helps you track, organize, and distribute resources with ease. With better visibility into your inventory and streamlined processes across campuses, you’ll spend less time chasing missing materials and more time setting up schools for success. Learn how Frontline can help you make every back-to-school season smoother. 

Ryan Estes

Ryan is a Customer Marketing Manager for the global award-winning Content Team at Frontline Education. He spends his time writing, podcasting, and talking to leaders in K-12 education

Sunscreen, Beach Reads… and Summer PD? Why Staff Development Belongs in Your Summer Plans 

Sunscreen, Beach Reads… and Summer PD? Why Staff Development Belongs in Your Summer Plans 

You might not think “summer” and “professional development for teachers” belong in the same sentence, but they do. Summer professional development is your secret weapon for a smoother, more successful school year. 

While students head off for a well-earned break, school and district leaders have something else on the horizon: a golden opportunity to invest in meaningful summer professional development for teachers. From onboarding new hires to rolling out new initiatives or reigniting instructional practices, summer is your chance to build momentum before the back-to-school rush begins. 

Here’s how to design K-12 summer PD that energizes educators, supports district goals, and sets the stage for a successful year ahead. 

1. Plan Summer PD with Purpose 

The best summer teacher training programs don’t just “fill the gap” — they set a strong foundation for the year ahead. Begin by reflecting on key takeaways from the school year: 

  • What instructional gaps emerged? 
  • Where did teachers request more support? 
  • Are there new tools, policies, or goals coming in the fall? 

Let educator feedback, student data, and evaluation insights guide your planning. When PD is rooted in real needs, it becomes relevant, targeted, and impactful — not just another item to check off. 

PRO TIP: Map PD sessions to district goals, strategic plans, or state initiatives to ensure clear alignment and ROI. 

2. Personalize Staff Development Opportunities 

Every educator is on a unique professional journey. Offering differentiated professional learning over the summer increases engagement and impact: 

  • Self-paced online courses for flexibility. 
  • In-person workshops to foster collaboration. 
  • Micro-credentials or skill tracks for role-specific growth. 

By creating multiple pathways, you empower teachers to learn in ways that suit their goals, schedules, and experience levels. 

“[Teachers] like the opportunity to choose what they want to learn about and where they want to grow and the things that they’re interested in.”

Heather Platt, PD Coordinator, Martin County School District

3. Keep It Practical — and Classroom-Ready 

Summer PD should be useful, not theoretical. Focus on helping teachers build skills they can apply in the first month of school. 

Prioritize topics like: 

  • Teacher wellness and resilience: Burnout is real. Embedding sessions on stress management, mindfulness, and emotional self-regulation into summer PD can help educators return refreshed, focused, and ready to support their students. 
  • Technology integration and AI literacy. With new federal guidance encouraging AI use in schools, now’s the time to help teachers explore tools that save time and personalize learning — while staying ethical and student-centered. 
  • Instructional strategies grounded in the Science of Reading, inquiry-based math, or multilingual learner support. Practical, research-based teaching methods can drive measurable student growth and help educators feel more confident in the classroom. 
  • Curriculum implementation support. Whether you’re rolling out a new curriculum or revisiting existing frameworks, summer PD should offer space for unpacking materials, modeling lessons, and co-planning with peers. 
  • Student mental health and trauma-informed practices to support engagement and well-being. 

If it’s practical, relevant, and energizing, it belongs in your summer PD lineup. 

Hand-picked Content:

Have you implemented AI learning in your district?

Take our poll to share

4. Tap Into Your Greatest Asset: Your People 

Looking for authentic, relatable, and grounded PD? Turn to the experts already in your district. 

  • Invite teachers to lead or co-lead sessions. 
  • Build mentoring or coaching elements into your PD structure. 
  • Showcase peer success stories and effective practices. 

When educators lead the learning, it feels real. It builds trust, confidence, and a sense of shared purpose, and that pays dividends in morale, retention, and instructional quality. 

BONUS: This approach supports long-term K-12 professional learning communities (PLCs) and grows leadership pipelines. 

5. Connect PD with Onboarding and Orientation 

Think of summer PD as your welcome mat for new hires — a chance to help them feel grounded, supported, and ready to hit the ground running. 

Make PD part of your orientation plan by: 

  • Offering early-access learning modules. 
  • Using the time to introduce key platforms and instructional goals. 
  • Pairing new hires with mentor teachers during PD. 

This helps new staff feel supported, confident, and connected before day one. 

DYK? According to the K-12 Lens 2025, 84% of superintendents who prioritize mentoring report higher teacher retention rates. 

6. Reinforce Learning All Year Long 

Summer PD might be the spark. but the real magic happens when learning carries into the school year. 

Don’t let great ideas fade by fall. Instead, build in opportunities to revisit, reflect, and refine: 

  • Scheduling fall coaching or check-ins to revisit summer learning. 
  • Providing ongoing access to PD recordings and materials. 
  • Embedding key strategies into in-service days and PLCs. 

THE GOAL? Make summer the starting point, not the whole story. When professional growth is continuous — not crammed into one season — it’s far more likely to translate into real change in the classroom. 

Let Summer Work for You 

Summer professional development for K-12 teachers isn’t about adding more to your plate, it’s about setting the table for a stronger, smoother school year. 

With intentional planning, personalized learning paths, and practical takeaways, summer PD can: 

  • Build educator confidence 
  • Strengthen instructional quality 
  • Improve teacher satisfaction and retention 
  • Support new initiatives 

Ready to build a better PD experience? 

At Frontline, we support districts in building sustainable, impactful K-12 staff development programs that drive real results. Whether you’re planning for onboarding, curriculum changes, or leadership growth, we’re here to help you make summer learning count. 

Learn more about Frontline Professional Growth
Here

Erin Shelton

Erin is a writer and member of the award-winning content team at Frontline Education. With experience in education, she is passionate about creating content that helps to support and impact the growth of both students and teachers.

The Role of Artificial Intelligence (AI) in K-12 Professional Development

Supporting Educators for a Future-Ready Workforce 

As Artificial Intelligence (AI) reshapes our world, it’s also reshaping professional learning for educators. From reducing paperwork to enabling personalized support, AI offers real promise – and professional development (PD) is where much of that promise can come to life. 

While colleges of education are beginning to explore how to prepare future teachers for AI-enhanced classrooms, school districts are already taking the lead. And now, federal policy is catching up. 

Have you introduced AI learnings in your district? Take our instant poll below to share.

A National Mandate for AI-Ready Educators 

On April 23, 2025, a new Executive Order called for bold investment in AI education. Among its priorities: 

“Professional development programs focused on AI education will empower educators to confidently guide students through this complex and evolving field.” 

The White House Task Force on Artificial Intelligence Education, which is to include leaders from science, labor, agriculture, and technology as well as the director of the National Science Foundation (NSF), will now coordinate federal efforts. This includes prioritizing: 

  • AI-based professional learning across all subjects 
  • Training educators to teach AI and computer science fundamentals 
  • Supporting use of AI to streamline administrative work and improve classroom outcomes 

This shift reaffirms what K-12 leaders already know: educator development is central to AI-readiness. 

What Educators are Saying: Data from the 2025 K-12 Lens 

Your peers are already thinking about AI in PD. Here’s what our latest survey found: 

We asked almost 800 school district administrators to share their positions on integrating AI into: 

  • K-12 education, broadly 
  • Technology tools for students 
  • Technology tools for teachers 
  • Technology tools for administrators 

Here are the results and a handful of responses: 

“AI is a great tool that we can use to help all groups. The more we learn, the better our students and community are prepared for the possible uses and for the future of technology as well as the drawbacks of it and how to navigate through those.”

“AI poses the opportunity for broad opportunities for education, such as personalized learning, enhanced data analysis, streamlined administrative tasks, more engagement, and professional development.”

“At the administrative level, AI can assist with things like data analytics, research and communications, teachers likely could use AI for lesson development and critical review of lesson plans, students are already using AI for research and assignments. Concerns with the use of AI include its tendency to provide anodyne responses, the risk for inaccurate or false information, privacy and the lack of understanding about these limitations and concerns among users.”

Most educators are not resistant, they’re realistic. They want space, support, and practical guidance.

“At this time I haven’t thought about AI in my classroom. Right now I don’t have time to learn something new. Other teachers in the building are using it to some extent.” 

K-12 Lens 2025

Key Trends in Teacher Retention, Student Support, and Budget Confidence

Read Now

Why Professional Development Is the Right Starting Point

PD creates a natural opportunity to build AI literacy in a way that’s collaborative, low-stakes, and relevant. It’s where educators can:

  • Explore AI tools without pressure
  • Reflect on ethics and best practices
  • Build confidence before applying new strategies in the classroom
  • Align their learning with district and national goals

Hand-picked content for you:

[Deep Dive] Effective Professional Learning Strategies (That actually work)

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What AI-Powered PD Can Look Like

AI isn’t just a tool to teach about – it’s a tool to teach with. When administrators empower teachers to use AI for professional development, it enables flexible, self-directed learning that meets educators where they are – in any role, on any schedule, and at any level of experience.

Here’s how AI is transforming professional growth into a blended, personalized experience:

Anytime, Anywhere Learning

AI supports asynchronous PD by surfacing micro-courses, resources, and simulations based on individual goals or district priorities. Teachers can learn at their own pace – whether it’s after dismissal or during a planning period.

Personalized Learning Paths

Rather than one-size-fits-all sessions, AI can recommend content based on a teacher’s interests, goals, prior evaluations, or classroom data. PD becomes more targeted, efficient, and relevant.

On-Demand Exploration

Teachers can explore new topics – like trauma-informed practices, accessibility, or multilingual support – with AI-curated learning hubs that adapt as their interests evolve.

Private Practice Spaces

AI-powered simulations and feedback tools create a safe space to try new instructional strategies, reflect and refine skills without the pressure of observation.

“I’m not that familiar with AI, which is why I’m excited to learn. With the right training and time to explore, I know I can figure it out.” 

Case Study Read the full story

Moving Toward Teacher-driven Professional Learning
How Hanover County Public Schools is offering teachers a voice in their learning and bidding farewell to a ‘check-the-boxes’ mentality.

Getting Started: A Plan for Districts New to AI

If your district is just starting to think about AI in professional development, you’re not behind – you’re right on time. Here’s a simple, phased approach to begin building AI capacity among your staff:

Start with Awareness

  • Host a PD kickoff session introducing what AI is (and isn’t), with real examples of how it can support, not replace, educators.
  • Use educator voices and current examples, not just tools or tech demos.

Create Exploration Opportunities

  • Offer opt-in workshops or “sandbox” spaces where teachers can experiment with AI tools like ChatGPT, Gemini, or Claude in low-risk ways – such as drafting a weekly newsletter or generating lesson ideas.

Identify and Empower AI Champions

  • Invite interested staff to form a working group to explore use cases, share resources, and model best practices.
  • These internal leaders can help shape norms and guide adoption districtwide.

Leverage Existing PD Tools to Offer AI Learning Options

If your district already uses a professional learning management system, use it to host curated AI content, such as short videos, readings, or interactive modules. Start with foundational topics like:

  • What AI is and how it works
  • How to use AI responsibly and ethically in education
  • Practical ways educators can try AI in lesson planning, communication, or student support

This makes AI learning accessible and familiar, without the need to launch a brand-new system.

By strategically integrating AI-driven tools and platforms, K-12 can foster a culture of continuous improvement, ensuring that their educators are equipped with the skills and knowledge needed to navigate the complexities of modern education.
 
Looking for resources? Check out Classroom-Ready Resources About AI For Teaching (CRAFT), an initiative from the Stanford Graduate School of Education and the Institute for Human-Centered AI. There are many free resources for teachers to empower their students with AI literacy.

Take the first step in offering personalized PD for your staff with
Frontline Professional Growth

Erin Shelton

Erin is a writer and member of the award-winning content team at Frontline Education. With experience in education, she is passionate about creating content that helps to support and impact the growth of both students and teachers.

Top 5 K-12 Education Trends Superintendents Must Watch for 2025-26 

The 2025-26 school year is shaping up to be one of the most pivotal in recent memory. Between new technologies, shifting regulations, and an evolving labor market, superintendents will need a clear line of sight on the biggest forces likely to shape district strategy—and student success—in the months ahead. Below are five K-12 education trends to keep on your radar, plus practical steps you can take now to get in front of them. 

1. AI Driven Personalization Moves From Pilot to Practice 

Artificial intelligence is no longer just a talking point at conferences. A recent EDUCAUSE surveyi found that 57 % of institutions—up eight points in a single year—are prioritizing AI investments for 2025, signaling mainstream adoption across the education sector. In K-12, districts are rapidly deploying predictive analytics dashboards that surface at-risk students earlier.  

Action steps for superintendents 

  • Audit your data readiness. AI is only as good as the student information you feed it. 
  • Develop a transparent policy on how algorithms will (and won’t) be used in instructional decisions. 
  • Update your policies to ensure student data privacy in schools. 
  • Invest in strategic professional learning so teachers can translate AI insights into classroom practice. 

2. Teacher Retention Strategies Focused on Well-Being, Workload, and Professional Growth 

Nearly half of educators say they “often or always” feel burned out, a leading indicator of turnover.ii Districts that invest in mentalhealth supports, manageable class sizes, and meaningful career development pathways are seeing the highest retention rates—78 % on average.iii 

Action steps for superintendents 

  • Benchmark turnover and exit-survey data to pinpoint the biggest pain points for staff. 
  • Expand mentorship and peer-coaching programs that pair new educators with experienced guides. 
  • Evaluate your mental health support for teachers 
  • Rebalance workloads by auditing non-instructional duties and reallocating support staff where needed. 
  • Consider a formal district leadership planning strategy to ensure positions at all levels have a strong pipeline of candidates. 
  • Offer micro-credential pathways and PD stipends aligned to teachers’ career goals. 

3. K-12 Cybersecurity threats—and Liability—Continue to Rise 

School systems remain a prime target for ransomware and data theft. The U.S. Department of Homeland Security’s division of Cybersecurity & Infrastructure Security Agency’s (CISA) Protecting Our Future report calls K-12 cybersecurity a “national security imperative,” urging districts to adopt basic controls like multi-factor authentication and offsite backups.iv Budget pressures make it tempting to defer upgrades, but the financial and instructional cost of a breach is far higher. 

Action steps for superintendents 

  • Conduct a gap analysis against CISA’s K-12 cybersecurity guidelines. 
  • Secure board approval for a dedicated cyber-incident response plan—complete with tabletop exercises. 
  • Require cybersecurity and FERPA refresher training for every staff member before the first day of school. 

The latest federal spending resolution kept core programs afloat but left long-term funding levels uncertain.v Meanwhile, the U.S. Department of Education’s Fiscal Year 2025 budget summary introduces competitive grants tied to evidence-based interventions and outcome reporting.vi  Districts that can document ROI will have an edge both in grants and public trust. 

Action steps for superintendents 

  • Build multi-year budget scenarios that model best, middle, and worstcase federal allocations. 
  • Map how each major initiative links to student-outcome data you can report to funders and your board. 
  • Start community conversations now about sustaining highimpact programs in light of relief funds expiring. 

5. School compliance Requirements Expand 

Federal, state, and community scrutiny is broadening well beyond special-education: 

  • Medicaid claiming rules now require deeper documentation. Centers for Medicare & Medicaid Services’ (CMS) comprehensive School-Based Services guide (updated 2023 and driving new State Plan Amendments in 202425) raises the bar for times-tudies, cost reporting, and parental consent—putting finance, nursing, and special-programs teams under the same compliance umbrella.vii  
  • Book-ban legislation is accelerating. PEN America logged 4,500+ bans in Florida alone during the 2023-24 year, while 100-plus bills are moving through statehouses to expand “obscenity” definitions in school libraries.viii Districts must balance intellectual-freedom claims with evolving local statutes and board policies. 

Action steps for superintendents 

  • Choose integrated workflow tools that track Section 504 accommodations, IEP service delivery, Medicaid encounters, and eligible nursing services in one system—reducing duplicate data entry and audit risk. 
  • Update Board policies on library materials and instructional resources, ensuring they include transparent challenge and review processes. 

The Bottom Line 

The coming school year will reward districts that act early: tightening data-governance practices before deploying AI, addressing teacher fatigue before peak hiring season, and stress-testing budgets before grant windows close. By treating these K-12 education trends not as isolated challenges but as interconnected levers of change, superintendents can move from reactive firefighting to proactive leadership—delivering safer, smarter, and more supportive learning environments for every student. 

Looking for deeper insights or a partner to help translate strategy into action?

Learn more about how Frontline can support your strategic priorities
Talk to a Frontliner

Dr. Taylor Plumbee

Dr. Taylor Plumblee is an experienced education executive with demonstrated success in education management and marketing. She joined Frontline Education in 2021 and is the Manager of Product and Solution Marketing with a focus on Student & Business Solutions including School Health Management, Special Program Management, Student Information Systems, and Data & Analytics.

How School District Leaders Are Turning Financial Pressure into Strategic Progress 

Findings From K-12 Lens 2025 

As ESSER funding sunsets and financial constraints remain top of mind, it’s easy to expect more bad news for school district budgets in 2025. But two years of data from hundreds of school district leaders in our annual K-12 Lens survey reveal something surprising: a growing number of districts are finding stability, and even momentum, through smarter planning and better tools. 

District finance leaders are shifting from reactive budget-balancing to proactive, strategic forecasting. And those who are adopting analytics, benchmarking, and location-based data are making the clearest strides. 

Federal Priorities Are Shifting: Is Your District Ready for What’s Next?

Read our guide to learn more about federal funding, what’s at stake, and how you can start preparing now.

Get the Guide

Signs of Progress: More Districts Report Stable or Rising Funding 

From 2023 to 2024, the number of districts reporting significant funding decreases fell from 45% to 35%. At the same time, districts reporting funding increases grew from 24% to 28%, while those seeing no change dropped to 18%. 

What does this mean? While most districts are still facing constraints, more are starting to see a path forward, likely through improved local funding or more strategic use of available resources.  

Confidence in Budget Forecasts Is Growing 

Financial uncertainty is a given in K-12, but forecasting confidence is improving:  

  • 2024: 63% of school finance leaders rated their projections as “very” or “fairly” accurate. 
  • 2025: That number jumped to 78%. 

This trend signals stronger planning and smarter resource allocation, even in the face of fluctuating revenues. 

Where Financial Decisions Are Coming From: The Primary Data Sources 

We asked district finance leaders what they rely on most when making financial decisions.  

  • The responses show a heavy, but not exclusive, lean on experience 
  • Nearly half of respondents are tapping into data – either manually or through software 

How Analytics Tools Can Strengthen Budget Confidence 

Learn how a suburban Ohio district treasurer used Analytics tools to earn her community’s trust and support for her budget.

Read Now

Data-Driven Wins: Analytics Users Report the Highest Forecast Accuracy 

Confidence levels closely align with the tools districts use to build their forecasts: 

  • 93% of leaders using analytics software say their budget projections are “very” or “fairly” accurate 
  • 79% using manual data analysis say the same 
  • 76% relying primarily on intuition still feel confident, but that’s a red flag 
k12 accurate budget data

The message is clear: leaders who blend their experience with data have the highest confidence in their financial outlook. 

Technology Spending is Under Pressure 

During the ESSER era, many districts expanded device programs and digital learning initiatives. But now, sustaining those programs is the new challenge. 

Devices age quickly, and once a one-to-one program is in place, scaling it back can directly impact student learning. The shift to long-term technology planning, and budgeting for refresh cycles, infrastructure, and support, has become non-negotiable. 

Cybersecurity Risks Are Growing, Without Budget to Match 

From ransomware to data breaches, K-12 systems are under threat. But most districts aren’t receiving extra funds to meet rising cybersecurity demands.  

This puts finance leaders in a tough spot: do you invest in prevention today, or risk higher costs (and damage) down the line? Either way, cybersecurity planning must be part of the budgeting conversation.   

Benchmarking & Location Data: Game-Changers for Forecasting 

Districts that benchmark against peers or analyze demographic trends report the highest confidence in their forecasts: 

  • 75% of districts benchmarking daily say their projections are “very accurate” 
  • 60% of districts using daily location-based insights also rate their forecasts highly 
k12 budget accuracy by location

Whether it’s staffing comparisons or community population shifts, contextual data helps districts prepare, not just react. 

5 Actions That Strengthen K-12 Financial Decision-Making 

Based on our latest data, here are five strategies for better budgeting in 2025: 

  1. Adopt Analytics Tools 

Forecasts informed by real-time data have the highest reported accuracy. 

  1. Benchmark Frequently 

Comparing with peer districts helps set realistic expectations and optimize resources. 

  1. Use Location-Based Insights 

Demographics and population shifts influence everything from staffing to funding. 

  1. Balance Intuition with Data 

Experience matters, but pairing it with data leads to more precise decisions. 

  1. Plan for Long-Term Technology Spending 

One-to-one programs aren’t temporary. Sustaining them requires strategy and support. 

Moving from Pressure to Progress 

The financial outlook for K-12 remains complex, but there’s clear evidence that districts investing in smarter tools and strategies are seeing results. Whether it’s stabilizing budgets, improving accuracy, or shifting decision-making culture, the path forward is clearer when data leads the way.  

Ready to strengthen your district’s financial planning? 

Learn how Frontline Business Analytics can help.
Request a Demo

Ellen Agnello

Ellen is a graduate assistant at the University of Connecticut. She is a former high school English language arts teacher and holds a Master’s Degree in literacy education. She is working on a dissertation toward a Ph.D. in Educational Curriculum and Instruction.

What’s Ahead for K-12 Medicaid Billing Under the Current Administration?

K-12 school districts across the country rely on Medicaid reimbursements to help fund essential health and special education services. But under the current administration, the future of K-12 Medicaid billing may face significant policy and funding headwinds—raising concerns for district leaders responsible for both student services and budget stability.

1. The Loss of Momentum on Billing Simplification 

Last year, K-12 administrators were hopeful about a proposed rule change that would have removed the requirement for one-time parental consent before billing Medicaid for IDEA-related services. Many districts saw this as a chance to reduce red tape and recover more funds without compromising compliance. But in a move that disappointed many district leaders, the Department of Education formally withdrew the rule. That means districts must continue navigating outdated documentation requirements that slow down reimbursements and create barriers to accessing funding for services already provided. 

2. Budget Cuts Could Undercut School Programs 

The current administration has supported sweeping Medicaid cuts—up to $880 billion over 10 years—which could shrink the pool of funds available to districts for school-based claiming. Many K-12 Medicaid coordinators already struggle to balance staffing and compliance with thin reimbursements. If these cuts materialize, districts may be forced to absorb service costs locally or cut back on staffing—particularly for nurses, therapists, and paraprofessionals supporting students with IEPs. 

3. Increased Eligibility Scrutiny = Increased Administrative Burden 

Proposals to add quarterly eligibility checks or implement work requirements for Medicaid recipients may not directly target school-age children—but the downstream impact is real. Districts may see more interruptions in student eligibility, which means more denied claims, more time spent tracking down coverage documentation, and greater unpredictability in reimbursement forecasts. For districts using school-based Medicaid as a funding strategy, that volatility is a serious risk. 

4. Districts May Bear More of the Cost for Critical Student Services 

School-based Medicaid brings in an estimated $7.5 billion per year to public schools nationwide, often helping to fund school nurses, mental health counselors, speech pathologists, and transportation services. In districts already facing staffing shortages or rising caseloads, these funds are a lifeline. Without them, many districts may face the impossible choice between cutting services or increasing reliance on general funds—potentially affecting academic outcomes for students most in need. 

5. What District Leaders Should Do Now 

While policy is still unfolding, district leaders should begin preparing for possible disruption: 

  • Audit your current Medicaid claiming process: Are you maximizing your reimbursements? Are there areas where process improvements or technology could help reduce denials or streamline documentation? 
  • Engage your state’s Medicaid agency: Build relationships now to understand how state-level decisions could buffer—or amplify—federal changes. 

Bottom Line:

This administration’s policy proposals signal more hurdles ahead for districts relying on Medicaid reimbursements to support student health and special education services. By staying informed, tightening operational practices, and engaging in advocacy now, K-12 leaders can help ensure that their students—especially those most at risk—don’t bear the cost of political change. 

Dr. Taylor Plumbee

Dr. Taylor Plumblee is an experienced education executive with demonstrated success in education management and marketing. She joined Frontline Education in 2021 and is the Manager of Product and Solution Marketing with a focus on Student & Business Solutions including School Health Management, Special Program Management, Student Information Systems, and Data & Analytics.