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3 Keys to Incorporating Data Analytics into Your District’s Routine

Often in my work with school districts, I’m asked about how to create a habit of incorporating data analytics into a regular routine. I hear a variety of challenges when discussing this idea with districts, but the one that comes up most often is a lack of time. Most of us work in environments where we regularly have more work to get done than we have time in the day. Instinctively, we continually make choices on what to prioritize and work on — often focusing on tasks that add the most value relative to the effort required. Unfortunately for some, incorporating the use of data and analytics within tasks gets set aside.

Working with hundreds of school districts across the country, I’ve found there are three keys to successfully incorporating data and analytics into a routine — and receive a huge return on your efforts.

 

There are three keys to successfully incorporating data and analytics into a routine — and receive a huge return on your efforts.

 

 

People

Here are some actionable steps you can take regarding the people involved:

  • Commit as a leadership team to be an informed district.
  • Assign roles and areas of responsibility – then set expectations.
  • Give and get feedback along the way and publicly recognize exceptional performers.
  • Celebrate your success when the use of data and analytics plays a big part in a successful project such as contract negotiations, budget preparation, program funding or a successfully passed referendum.

If people don’t understand the importance or believe in the value of data and data-based decision making, your district will struggle to integrate new processes into routines.

 

Human Capital Analytics Buyer’s Guide:

Everything you need to know about making data-driven decisions to positively impact teacher effectiveness, student outcomes, retention, absence management, and more. Download Now

 

Process

Here are three practical ways districts are using a process to integrate data into their routines:

Analytic of the Month

Incorporating analytics more frequently into your routine will ensure that your knowledge of the data and skills needed to use your tools stays fresh. I have seen districts find success by sharing an “analytic of the month” internally which they discuss at scheduled meetings or focus groups. Those who adopt this practice of sharing data analytics on a more regular basis discover it becomes a pillar for productive dialogue and conversation.

Monthly Deep Dives

Set aside at least one time a month to analyze the data for your district. Block off an appointment on your calendar and don’t budge. Use historical trends to analyze where you have been, benchmarking to decide where you want to go, and projections to see how those decisions will impact your district.

Stakeholder Communications

Many districts incorporate analytics on a larger scale by publishing content to their websites and including them in board and/or community presentations. This often helps effectively “tell your district’s story” to the community and promotes transparency.

 

Tools

The final key is having the right tools to help you be successful. Technology is constantly changing and evolving. If you are doing things the way you have always been doing them, make sure you are open to new ideas and systems that could enhance or improve your current processes. If you’re always manually pulling data from multiple forms across various sites in the public domain, and/or calling your peers every few weeks to ask for another copy of another form, there are tools available — such as Frontline’s suite of analytics software that can put statewide data at your fingertips or allow you to access your own internal data through easy-to-use interfaces.

School districts that can bring together the people, processes, and tools are driving the decisions that in turn help them meet and exceed their goals.

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Is Your District Ready to Tackle Chronic Absenteeism?

As leaders in education, you shoulder the immense responsibility of shaping the future generation. Among the challenges you face, chronic absenteeism is one that is critically important yet frequently underestimated in its potential impact. Chronic absenteeism, defined as missing 10% or more of school days, often predicts lower levels of student achievement, higher dropout rates, and reduced chances of success in future endeavors.
 
However, we should also view this issue as an opportunity, a call to action, and a chance to build more resilient, engaging, and inclusive school environments. This blog post aims to equip district leaders with a holistic understanding of chronic absenteeism and provide effective strategies to address it.

Is your district ready to tackle chronic absenteeism?

Take this quiz to find out!

#SchoolEveryDay is key to our students’ success. Missing just two days a month can set your child back. Together, let’s tackle absenteeism, create vibrant learning spaces, and help our kids reach their full potential. #EducationMatters #AttendanceCounts.

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Understanding the Risks of Chronic Absenteeism

Chronic absenteeism isn’t just about empty chairs in classrooms; it signifies a disruption in students’ academic, social, and personal development. Consistently missing school impacts a student’s ability to keep up with curriculum progress, results in lower standardized test scores, decreases chances of high school graduation, and lowers college enrollment rates. Moreover, it could also lead to increased instances of destructive behavior and lower future earning potential.

Did you know? Regular attendance boosts students’ academic performance and increases their chances of graduation. Let’s work hand in hand to reduce chronic absenteeism. Every day matters. Every student matters. #EveryDayCounts #SchoolSuccess

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The Power of Data

A data-informed approach is crucial in tackling chronic absenteeism. Firstly, accurate data helps in identifying the scale and the nature of the issue. The data can highlight the specific demographics, grades, or times of the year when absenteeism peaks, thereby pointing us towards the root causes.
 
Furthermore, data can provide critical insight into which students are at risk. Through predictive analytics, we can identify at-risk students early and implement timely interventions.
 

Strategies to Address Chronic Absenteeism

  • Build a Positive School Culture: A positive, engaging, and inclusive school environment encourages student participation. School culture should promote mutual respect, with an emphasis on the joy of learning. Additionally, involving students in decision-making processes can provide them with a sense of ownership and connection to their school.
  • Improve Communication with Families: Regular and open communication with families can play a vital role in reducing absenteeism. Ensuring families understand the importance of regular school attendance, the consequences of chronic absenteeism, and the support available to them can make a significant difference.
  • Provide Individualized Support: Every student’s situation is unique, so personalized support plans may be necessary. These could include academic support, mental health resources, or even addressing basic needs like nutrition and transportation.
  • Partner with Community Organizations: Collaborations with community organizations can provide additional resources and support for students and families. Such partnerships can address issues beyond the school’s control that may contribute to absenteeism, like health care, housing, or after-school care.

Related Content:

The Cost of Health-Related Student Absences

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Recommended Interventions

  1. Mentorship Programs: Research shows that mentoring can have a significant impact on reducing absenteeism. A mentor can provide a student with academic support, career guidance, and can serve as a positive role model.
  2. Early Warning Systems: These systems use data to identify students at risk of chronic absenteeism before it becomes an issue. They allow for timely intervention and support to keep students on track. Learn more about Early Warning Indicators.
  3. Attendance Improvement Programs: Implementing programs that aim to improve attendance directly, such as recognition for improved attendance, can motivate students to consistently attend school.

Communication is key in addressing chronic absenteeism. We’re here to help and support our students and their families. Let’s keep the conversation open. Attend today, achieve tomorrow! #StrongerTogether #SchoolAttendance

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Addressing chronic absenteeism is a challenging but necessary task. District leaders can leverage data, foster positive school environments, and implement effective strategies and interventions to ensure every student is present, engaged, and set up for success. The future of our students and society depends on it.

Dr. Taylor Plumblee

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.

The Role of School Nurses in Free Care Services: A Comprehensive Guide

As a School Nurse, you play a critical role in ensuring that students receive the healthcare services they need to be healthy and successful. However, accessing healthcare services can be a major challenge for many students due to budget constraints and other factors. That’s where School-Based Medicaid Expansion comes in. This program offers free healthcare services to eligible students, including medical assessments, counseling, and other related services. In this article, we’ll discuss how School Nurses can leverage this program to provide high-quality care to students and ensure that the school receives the reimbursement it is entitled to.
 

Did you know that School-Based Medicaid Expansion offers free healthcare services to eligible students? Learn more about this program and how it can benefit your family: #Medicaid #FreeCare #SchoolNurses

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Identifying Eligible Students

The first step in accessing free care services through School-Based Medicaid Expansion is identifying eligible students. This may involve working with the school’s administration and Medicaid coordinator to determine which students are eligible for these services. Once eligible students have been identified, the nurse should help the Medicaid Coordinator obtain parental consent.
 

Assessing Student Health Needs

Once eligible students have been identified and parental consent has been obtained, the next step is to assess their health needs. This involves conducting a comprehensive assessment of each student’s health status and developing a plan of care to address any health concerns. The nurse should document all care provided to eligible students, including assessments, interventions, and any follow-up care provided.
 

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Submitting Claims for Reimbursement

One of the biggest challenges in accessing free care services through School-Based Medicaid Expansion is the administrative burden of submitting claims for reimbursement. However, an Electronic Health Record (EHR) system like Frontline School Health Management can help School Nurses streamline this process. With this system, nurses can easily document care provided to students and generate reports with all of the necessary codes for Medicaid reimbursement.
 

Staying Up-to-Date

It’s important for School Nurses to stay up-to-date on any changes to the Medicaid program or the school’s policies regarding free care services. This may involve attending training sessions or professional development opportunities to stay informed about best practices and new developments in the field.
 
Want to learn more? Check out the Medicaid Resources Center
 

Conclusion

Access to healthcare services is essential for students to be healthy and successful. However, budget constraints and other factors can make accessing these services a major challenge. That’s where School-Based Medicaid Expansion comes in. As a School Nurse, you play a critical role in ensuring that eligible students receive the care they need through this program. By following the action plan and checklist outlined in this article, you can provide high-quality care to students while also ensuring that the administrative tasks related to reimbursement are taken care of efficiently. With the help of an EHR system, you can streamline the reimbursement process and focus on what matters most – providing high-quality care to students.
 

Access to healthcare services is essential for student success. If you’re struggling to access healthcare services for your child, School-Based Medicaid Expansion may be able to help. Learn more: #Healthcare #StudentSuccess #Medicaid

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Action Plan for Nurses:

Step 1: Identify Eligible Students – Nurses need to work with the school’s administration and district Medicaid coordinator to identify students who may be eligible for free care through school-based Medicaid expansion.
 
Step 2: Obtain Parental Consent – Nurses can facilitate the completion of the parental consent, which is required before districts can submit free care services for reimbursement.
 
Step 3: Assess Student Health Needs – Nurses should assess the health needs of eligible students and develop a plan of care to address any health concerns.
 
Step 4: Document Care Provided – Nurses must document all care provided to eligible students, including assessments, interventions, and any follow-up care provided.
 
Step 5: Submit Claims for Reimbursement – Nurses must work with the school’s Medicaid coordinator to submit claims for reimbursement for any eligible care provided.
 

We are committed to ensuring that students have access to the healthcare services they need to be healthy and successful. If you have questions about School-Based Medicaid Expansion and how it can benefit your family, please don’t hesitate to reach out! #SchoolNurses #Healthcare #Medicaid

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Maintaining accurate documentation is a crucial aspect of providing healthcare services to students. However, the process of documenting care can be time-consuming and tedious, especially when it comes to submitting claims for reimbursement. This is where an Electronic Health Record (EHR) system like Frontline School Health Management can be incredibly helpful for School Nurses.
 

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With this system, nurses can easily document care provided to students and generate reports with all of the necessary codes for Medicaid reimbursement. This streamlines the reimbursement process, saving nurses time and effort while ensuring that the school receives the reimbursement it is entitled to. With Frontline School Health Management, nurses can focus on providing high-quality care to students while also ensuring that the administrative tasks related to reimbursement are taken care of efficiently.
 

Checklist for Nurses:

 
Understand the school’s Medicaid expansion program and the types of services that are covered.
 
Work with your district Medicaid
 
Coordinator to identify eligible students and assist in obtaining parental consent.
 
Assess student health needs and develop a plan of care to address any health concerns.
 
Document all care provided to eligible students.
 
Work with the school’s Medicaid coordinator to ensure eligible services are submitted as part of the district’s claims for reimbursement.
 
Learn more about Free Care Expansion
 

Creating a Seamless Onboarding Experience for New Hires

A seamless onboarding experience can set the tone for new staff member’s entire tenure and ensure they feel supported and empowered from day one.
 
Of course, it’s important to note that onboarding is more than just paperwork and orientation. The process should welcome, support, and empower educators as the embark on their professional journey in the district. Additionally, a supportive onboarding experience should foster a sense of belonging and collaboration, enabling new hires to build relationships with colleagues, seek guidance, and access valuable mentorship opportunities.
 
Ultimately, onboarding plays a crucial role in shaping the trajectory of new hires, impacting student outcomes, and boosting long-term job satisfaction and retention.

6 Steps to Ensure Your New Hires Thrive from Day 1

Step 1: Pre-Onboarding Preparation

Effective onboarding doesn’t start on the new hire’s first day on the job. It should really start upon their acceptance of the position! Why? Establishing a comprehensive pre-onboarding process will help set the stage for lasting success.

Pre-onboarding prep may include paperwork, creating a welcoming email or letter that introduces the new hire to the team, and providing access to any relevant resources or training materials. Getting some of the more administrative tasks out of the way beforehand will free up time for new employees to hit the ground running and focus on their core responsibilities.

Case Study Read the full story

Hiring Without the Headache: Mount Laurel’s HR Upgrade
How the HR team at Mount Laurel Township School District reimagined their hiring and onboarding processes.

Step 2: Structured Orientation Program

A well-designed orientation program is vital in acclimating new hires to the district’s culture, policies, and procedures. District leaders should develop a structured agenda that covers essential topics, such as the district’s mission, vision, and values, as well as technology platforms and administrative processes.
 
Additionally, it’s beneficial to arrange meetings with key stakeholders, including administrators, fellow educators, and support staff, to foster relationships and provide a broader understanding of the district’s ecosystem.
 

Step 3: Mentorship and Buddy Programs

Pairing new hires with experienced mentors or buddies can significantly enhance the onboarding experience.

Mentorship programs allow new employees to receive guidance, support, and insights from seasoned professionals who can help them navigate the complexities of their roles. These relationships promote a sense of belonging, facilitate knowledge transfer, and encourage collaboration within the district.
 

Step 4: Professional Development Opportunities

Providing new hires with access to ongoing professional development opportunities is crucial for their growth and long-term success within the district. District leaders should offer a variety of training sessions, workshops, and resources that align with the specific needs and goals of each role.
 

Step 5: Feedback and Evaluation

Regular feedback and evaluation help new hires gauge their progress and identify areas for improvement. Consider establishing a feedback loop, conducting periodic check-ins to assess the new hire’s experience, address any concerns or challenges, and provide constructive feedback.

Open and transparent communication builds trust, strengthens the employer-employee relationship, and fosters a culture of continuous learning and improvement.
 

Step 6: Celebrate Milestones

Recognizing and celebrating the milestones and achievements of new hires can significantly boost morale and motivation. District leaders should acknowledge significant accomplishments, such as completing a successful project or reaching a particular tenure milestone, through public recognition, appreciation events, or personalized notes.

These gestures help new employees feel valued, motivated, and appreciated, encouraging them to remain committed to their roles and the district’s mission.

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[White Paper] The Onboarding Opportunity.

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New Teacher Onboarding Checklist

Not sure how or where to get started? Get the New Hire Checklist:

 Pre-Onboarding:

  • Prepare a welcome package including essential documents, school policies, and procedures.
  • Assign a mentor or buddy to provide guidance and support throughout the onboarding process.
  • Set up necessary accounts, email addresses, and access to relevant systems and software.
  • Schedule orientation sessions, training programs, and introductions to key personnel.
  • Communicate the onboarding schedule and expectations.

First Week:

  • Facilitate introductions to district administrators and other relevant personnel.
  • Review the school’s organizational structure and reporting lines.
  • Conduct training sessions on student information systems, attendance tracking, and grading systems.
  • Provide an overview of special programs, initiatives, and extracurricular activities.

First Month:

  • Set up regular check-ins with the new teacher to address questions and concerns.
  • Assign specific tasks and responsibilities to gradually integrate them into their role.
  • Provide opportunities for job shadowing or observations of experienced administrators.
  • Offer professional development opportunities to enhance skills and knowledge.
  • Encourage participation in school events and meetings to foster engagement and collaboration.

First Three Weeks:

  • Conduct performance evaluations to assess progress and provide feedback.
  • Review long-term goals and create a development plan for the new administrator.
  • Solicit feedback from the new administrator regarding their onboarding experience.
  • Monitor the new administrator’s integration into the school community and address any challenges.
  • Ensure ongoing support and mentorship throughout their first year.

Want a print friendly version?

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What Does Streamlined Onboarding Look Like?

Creating a seamless onboarding experience for new hires is a critical responsibility for K-12 district leaders. By implementing these strategies and best practices, district leaders can ensure that new employees feel welcomed, supported, and equipped to make a meaningful impact from day one. A well-designed onboarding process not only enhances employee satisfaction and retention but also contributes to the overall success of the district and the students it serves. Remember, a strong onboarding experience is the first step towards building a thriving educational community.

Ready for seamless onboarding? Frontline Central can help!
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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.

The Power of Data: Enhancing Communications with Your School Board

In an era where big data is integral in almost every sector, education is not left behind. The effective use of data can significantly improve communication and decision-making within a school district, especially when it involves interactions with School Board Members.
 
Data-Based Decision Support Systems (DDS) have emerged as a powerful tool for harnessing the power of data, facilitating stronger decision-making processes, and promoting transparency in communication at School Board meetings.
 

Related Resource:

Why School Referenda Fail: Research and Best Practices for Success

 

What are Data-Based Decision Support Systems?

Data-Based Decision Support Systems (DDS) are a combination of technologies, applications, and practices aimed at collecting, processing, and interpreting data to assist in decision-making processes. DDS harness data’s potential to facilitate informed, evidence-based decision-making, providing a systematic approach that significantly reduces subjectivity and bias.
 

Leveraging DDS for Enhanced Communication

  • Data-driven insights: The first step towards enhancing communication is developing an understanding based on facts rather than assumptions. With DDS, school district leaders can present data-driven insights about various aspects, such as student performance, staff performance, budget utilization, and school infrastructure, to School Board members. These insights help to paint a comprehensive and accurate picture, setting a solid foundation for constructive dialogue.
  • Transparency and accountability: DDS ensure data is readily available and accessible to those who need it, promoting transparency. When school district leaders share this data with School Board members, it fosters a sense of openness, responsibility, and accountability. It reduces confusion and possible misunderstandings, leading to more productive discussions and decisions.
  • Trend prediction and future planning: DDS not only provide information on the current state but also predict future trends using algorithms and data patterns. This capability can significantly assist in communicating future plans and proposals at School Board meetings backed by hard evidence.
  • Ease of understanding: DDS have the capability to represent data in visual forms like graphs, charts, and tables, making it easier for School Board members to understand complex data. This visual data representation enables board members to grasp key insights quickly, streamlining discussions and facilitating more informed decision-making.

 

How Three Districts Have Utilized DDS


 
Data and Data-Based Decision Support Systems can be powerful tools for improving communication and decision-making in school districts. By promoting transparency, providing data-driven insights, and facilitating easy understanding, DDS can support more effective discussions and strategic decisions at School Board meetings. It is essential, however, to ensure the system is correctly implemented and regularly reviewed and that all stakeholders have the necessary understanding to fully harness its capabilities. With these practices in place, DDS can significantly enhance the operation of school districts to the benefit of students, staff, and the school board.
 

Maximizing “Use It or Lose” It Funds: A Strategic Approach for K-12 HR Leaders

As K-12 HR leaders, you are well aware of the constant juggling act involved in managing budgets and resources within your school district. Among the many financial considerations on your plate, one phrase often looms large: “Use It or Lose It” funds. These funds, allocated to educational institutions towards the end of a fiscal year, present both a challenge and an opportunity for K-12 HR leaders to maximize their impact on schools and the individuals within them.
 
While the prospect of managing a lump sum of money within a limited time frame may seem daunting, with proper planning and strategic allocation, school HR leaders can turn this challenge into an advantage. By channeling funds towards initiatives that directly address the needs of faculty, staff, and students, HR leaders have the potential to maximize the effectiveness of their district’s human capital management program and create lasting positive change within their district.
 
In this post, we will explore how you leverage funds in order to support your efforts in recruiting, developing, and retaining top-quality educators.
 

What Are “Use It or Lose It” Funds?

“Use It or Lose It” funds are a financial mechanism wherein allocated resources must be utilized within a specific time frame or risk being forfeited.
 
Within K-12 school HR departments, these funds are typically allocated on an annual basis and are intended to support human capital management initiatives. While the exact nature and availability of these funds may vary based on district or state regulations, HR leaders can harness them strategically to drive positive outcomes in their district.
 

Investing in Recruitment and Retention Efforts

One of the most significant and ongoing challenges for school districts is attracting and retaining talented educators amidst a teacher shortage. “Use It or Lose It” funds can be channeled into recruitment efforts, such as targeted marketing campaigns, attendance at job fairs, or collaboration with teacher preparation programs.
 
By allocating these funds to initiatives that effectively communicate the school’s culture, values, and growth opportunities, HR leaders can enhance the chances of attracting highly qualified candidates.
 
Similarly, these funds can be instrumental in implementing retention strategies. Offering competitive compensation packages, targeted professional development opportunities, or teacher recognition programs can help create an engaging and supportive work environment. HR leaders should strategically allocate funds to initiatives that foster a positive and growth-oriented culture, ultimately enhancing employee satisfaction and reducing turnover rates.
 

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Strengthening Employee Wellness and Work-Life Balance

Employee wellness and work-life balance are critical factors in attracting and retaining talented educators. “Use It or Lose It” funds can be allocated towards initiatives that prioritize the well-being of educators. For example, HR leaders can invest in wellness programs, mental health support, flexible work arrangements, or resources that promote work-life balance. By addressing the holistic needs of teachers, HR departments can create an environment that promotes overall employee satisfaction and reduces burnout.
 

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Enhancing Professional Development Programs

Investing in the professional development of educators is crucial for fostering growth and improving instructional practices. HR leaders can leverage “Use It or Lose It” funds to enhance existing professional development programs or develop new initiatives tailored to meet the specific needs of their educators. These funds can support activities such as workshops, conferences, online courses, or coaching programs that promote continuous learning and skill development.
 
Ultimately, HR leaders can empower teachers to implement innovative teaching methods, leverage emerging technologies, and stay up to date with the latest research in education. This, in turn, leads to improved instructional practices, increased student engagement, and enhanced overall academic performance.
 

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Monitoring and Evaluating the Impact

To ensure the effective utilization of “Use It or Lose It” funds, HR leaders should establish a robust system for monitoring and evaluating the impact of their initiatives. By collecting data on recruitment metrics, employee retention rates, professional development participation, and educator satisfaction, HR leaders can make data-informed decisions and continuously improve their human capital management strategies.
 

The Takeaway

K-12 school HR leaders play a vital role in maximizing the effectiveness of human capital management programs. Through strategic allocation of “Use It or Lose It” funds, these leaders can create a positive impact on recruitment effort and professional development initiatives and in turn foster educational excellence.
 
Just remember, the key lies in thoughtful planning, data-driven decision-making, and a relentless commitment to providing the best possible educational experience for every student.
 
Ready to maximize the effectiveness of your human capital management program? Get Started
 

The Role of Data-Based Decision Support Systems in Improving Collective Bargaining and Teacher Negotiations

Data-Based Decision Support Systems (DSS) play an essential role in collective bargaining and teacher negotiations by providing access to accurate and relevant data to inform these negotiations. Collective bargaining is a process where representatives of teachers and school district officials negotiate the terms and conditions of employment, including salaries, benefits, and working conditions.
 
In order to make informed decisions during these negotiations, both teachers and school district officials need access to accurate and relevant data about the district’s financial situation, teacher salaries, and other relevant information. A DSS can provide this information by collecting data from various sources, such as financial reports, teacher contracts, and demographic information, and presenting it in an easily accessible and understandable format.
 
Using a DSS can also help ensure that negotiations are transparent and well-informed. By providing access to accurate and relevant data, a DSS can help build trust and understanding between teachers and school district officials, making it more likely that negotiations will be successful.
 
In addition, a DSS can help to streamline the negotiation process by automating many of the manual tasks involved in data collection and analysis. This can free up time for both teachers and district officials to focus on more important tasks, such as working through the details of the contract with accurate data.
 

Related Resource: Field Trip: Analytics in Collective Bargaining

In this conversation with Kim Knight, Executive Director of Business Services at Dieringer School District in Lake Tapps, Washington, we look at the role that analytics play in providing that financial picture, and how Kim and her team prepare to come to the collective bargaining table.
Read Here

 
So how can you ensure that your school district uses a DSS effectively in collective bargaining and teacher negotiations? Here are a few best practices to keep in mind:

    1. Ensure that data is up-to-date and accurate: Regularly updating data is critical to ensuring that the information presented in the DSS is accurate and relevant.
     
    2. Use visual aids to present data and results: Data visualization tools, such as charts and graphs, can help make the information presented in the DSS more accessible and understandable to both teachers and district officials.
     
    3. Involve all relevant stakeholders in the negotiation process: This includes teachers, school district officials, and representatives of both sides. By involving all stakeholders in the negotiation process, you can ensure that the information presented in the DSS is relevant and useful.
     

The role of Data-Based Decision Support Systems in collective bargaining and teacher negotiations is to provide access to accurate and relevant data that can inform these negotiations. By using a DSS effectively, school district officials can help ensure that negotiations are transparent, well-informed, and successful.
 

The Importance of Community Involvement

In teacher contract negotiations, community support can make or break the success of this negotiation process. Achieving a fair and satisfactory agreement requires support and understanding from the broader community. When community members are engaged and supportive of the negotiation process, it can lead to better outcomes for both teachers and the school district.
 
Community buy-in can help create an atmosphere of collaboration and trust between teachers, school district officials, and the community. When community members understand the challenges educators face and the importance of attracting and retaining talented teachers, they are more likely to support reasonable demands and necessary resources.
 
To foster community buy-in, open communication, and transparency are key. Engaging with community members, parents, and other stakeholders early in the negotiation process can help build understanding and support. Sharing relevant data and information and the reasons behind specific proposals can help community members grasp the complexities of teacher contract negotiations.
 
Community buy-in is a crucial foundation for successful teacher contract negotiations. When the community understands the value of quality education and supports the needs of teachers, it paves the way for fair agreements that benefit both educators and the students they serve.
 
Learn more about how Fox River Grove Consolidated School District prepared for collective bargaining
Read the Case Study
 

7 Burning Questions for School HR

What makes a school tick? People.

From the students who bring vibrancy and energy while learning about the world around them, to the staff that ensures they’re in a healthy learning environment, human connection is at the very core of education.

Your role as a leader in your district is to ensure that connection remains strong. When your educators develop genuine, positive relationships with students and the students feel a sense of belonging to their environment, the likelihood of student engagement and success dramatically increases.

That’s where data comes in. If you use Frontline solutions for human capital management, you already have the data you need to answer important questions about your approach to human capital — and now it’s easier than ever to analyze that data to see what it’s telling you.

Answering Questions Around Absences

Teacher absences are a fact of life for school districts. But they all introduce some level of unpredictability to the school day. Tools like Frontline Absence & Time can make it easier to manage that unpredictability. But taking a deeper dive into your data can also help you answer questions like, “Do we have enough substitutes? Can we fill absences in a timely manner?”

When it comes to answering these questions, increasing predictability helps you plan for and respond to future challenges more effectively. The best way to do that is through accurate and efficient analysis of the absence data you have access to. Data can put confidence in your strategic decision-making around absences by answering some of the most confounding questions.

    1. Are you able to fill absences with substitute teachers?


    It’s easy to understand that national averages indicate a teacher — and by extension, qualified substitute teacher — shortage. But those numbers may not reflect the reality of your situation. A closer look at your district fill rate trends might reveal that your schools fill absences reliably, or perhaps the opposite is true.

    Regardless, the only way to know for sure which way your district is trending is by tracking it. There are several metrics that, when taken together, can help you truly understand your substitute situation and ultimately allow you to communicate your ability to fill staff absences and/or allow you to strategically plan how to improve fill rates within your district.

    2. How does our substitute usage compare year over year?


    Data helps you understand your district’s story on a macro level as well as a micro level. While it can help you identify the ways in which your schools struggle (or not) to fill absences with substitutes in the short- and medium-term, it can also help you judge how effective your district has been at addressing those struggles long-term.

    3. What are the reasons for staff absences?


    Just as different employee group absences affect schools in different ways, so do the reasons staff members are absent.

    Some absences from the classroom activities may be intentional, such as for critical professional development opportunities. Other reasons are inevitable but unforeseeable, such as illness. In both cases, identifying when and why staff are absent can provide districts with the opportunity to ensure that despite the reason for absence, students have a qualified professional in the classroom that will keep them on track with their learning goals.

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How to Support Compliance with The Complete View of Employee Absence and Time

Understanding Your Recruiting Efforts

Everyone knows that great teachers maximize the chances of student success. Of course, finding those teachers is easier said than done. Frontline Recruiting & Hiring can help you execute your recruiting strategies, and if you can analyze the data from your hiring efforts, you can track how effective your efforts have been over time.

There are two ways to approach the issue of recruiting. You could stick to your old plan and hope for the best, or you can analyze the effectiveness of your efforts so far and make data-informed changes going forward. With data you can gain a deeper understanding of the answers to these questions.

    4. What positions are still available and for how long?


    To target prospective teaching candidates, the first step is identifying which positions are open and in what areas. Often, this can be a labor-intensive process of data collection and aggregation.

    Analytics can support district and building leaders in quickly identifying which positions are open and how long have they been available. From there, strategic recruiting strategies can be put in motion to connect with and attract the top talent to your district.

    5. Do we have a diverse candidate pool?


    Diversity is essential to the learning environment. Diverse role models and perspectives in your schools have a positive impact on students. But the only way to attain this is through diversity in recruiting. By knowing the demographics of your potential candidate pool, you can get a better idea of what to expect, as well as how to ensure the opening gets the exposure it deserves.

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Assessing Professional Growth Progression

Professional learning is the heartbeat of continuous teacher growth: sustained, intensive, job-embedded, collaborative, data-driven, classroom-focused professional learning has vital role to play in improving educator quality, increasing teacher retention, and impacting student outcomes.

Those are high stakes — so making data-informed decisions about your professional learning program is critical to ensuring that the time and money spent on that learning is put to the best use. Analyzing your data in Frontline Professional Growth can help you answer questions like:

    6. What learning opportunities are we offering to our staff?


    You craft professional learning goals each year — not because you want to check a box, but because you want to make an impact. When it comes to the learning opportunities offered throughout the year, are you making progress toward those goals? If you set out to offer more collaborative, job-embedded opportunities for growth, can you show that your catalog of professional development activities is making progress in this direction?

    What formats of professional learning can your teachers and staff select from? How many hours or credits are available for teachers to earn? Do they have access to the kinds of professional learning they need that will make a difference in the classroom?

    Being able to track your progress over a period of years will not only help you determine where you’ve been, it will help you know where you are and where you should go next to support your professional goals and ultimately, student performance.

    7. Who has completed training sessions?


    You spend precious dollars on professional development for a reason — it’s vital for your educators to take the next step. That money that comes from grants and taxpayers, and those key stakeholders will want to know whether those funds are effectively helping to improve teaching and learning.

    Tracking the training sessions that have been completed — by department, building, category, course code, school year, and even looking at the individual level — allow you to identify your return on investment by ensuring that your staff’s professional development plan is in alignment with district goals and state/federal guidelines.

Money and time are at stake in all of these questions. While the ultimate goal is to drive student success, it’s important to remain accountable and strive toward success as efficiently as possible. Analyzing the treasure trove of data you’ve already collected can help you answer these questions and better ensure alignment to the ultimate goal of every school district, preparing students for college, career and life.

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Is Your District Mental Health Ready?

Mental health is a critical component of student success. When students are mentally healthy, they are more likely to be engaged in learning, have better attendance, and achieve better academic outcomes. However, supporting student mental health is not only the responsibility of parents and mental health professionals; schools and districts also play a vital role in promoting student well-being. In this blog post, we’ll discuss best practices for promoting mental health in schools and provide a quiz to help you assess your district’s readiness to support student mental health.
 

Take the quiz now!

     

  1. Develop a Comprehensive Mental Health Policy

    One of the best ways to support student mental health is to develop a comprehensive mental health policy that is regularly reviewed and updated. This policy should outline the district’s commitment to promoting student mental health, as well as provide guidelines for identifying and addressing mental health concerns in students. The policy should also include strategies for providing mental health training to staff and faculty and outline partnerships with community mental health organizations.

    2.  

  2. Provide Mental Health Training to Staff and Faculty

    Providing mental health training to staff and faculty is critical to supporting student mental health. Teachers and staff should be trained to recognize the signs and symptoms of mental health concerns and provided with strategies for responding to student mental health concerns. The training should also provide strategies for promoting positive mental health in the classroom, such as mindfulness exercises and stress management strategies.

    3.  

  3. Hire a Designated Mental Health Professional

    Having a designated mental health professional on staff is an essential component of a comprehensive mental health program. This professional can provide direct services to students, such as counseling and therapy, and can also provide consultation to staff and faculty. This professional should be trained to recognize the signs and symptoms of mental health concerns and should be able to provide referrals to community mental health organizations when necessary.

    4.  

  4. Implement a Process for Identifying and Supporting Students with Mental Health Concerns

    Having a formal process for identifying and supporting students with mental health concerns is essential. This process should outline clear guidelines and procedures for identifying students with mental health concerns, as well as strategies for providing support and referrals. The process should also ensure that student privacy is protected and that students are not stigmatized or discriminated against because of their mental health concerns.

    5.  

  5. Develop Partnerships with Community Mental Health Organizations

    Developing partnerships with community mental health organizations can provide additional support to students and families. These organizations can provide counseling, therapy, and other mental health services that may not be available within the school district. They can also provide training and consultation to staff and faculty.

    6.  

  6. Implement a Suicide Prevention Plan

    Suicide is a leading cause of death among young people, and schools and districts have a responsibility to prevent suicide. Implementing a suicide prevention plan can help identify students who may be at risk and provide them with support and referrals. The plan should include clear protocols and procedures for responding to suicide threats or attempts, as well as strategies for promoting positive mental health in the school community.

    7.  

  7. Provide Mental Health Resources and Support to Families

    Families play a critical role in supporting student mental health, and schools and districts can provide resources and support to families. This support can include workshops, seminars, and resources on promoting positive mental health in the home. It can also include referrals to community mental health organizations and counseling services.

    8.  

  8. Provide Mental Health Resources and Support Outside of School Hours

    Supporting student mental health should not be limited to the school day. Schools and districts can provide resources and support outside of school hours, such as mental health hotlines and crisis support services. This support can help students and families access the services they need when they need them.

    9.  
    Supporting student mental health is a critical component of promoting student success.
    Assess if your district is Mental Health Ready: Quiz – Is Your District Mental Health Ready?
     


     

     
    Scoring:
    For questions 1-8, give yourself two points for each “a” response, 1 points for each “b” response, and 0 point for each “c” or “d” response.

    Interpreting Your Score:

    12 – 16 points: Congratulations, your district is highly prepared to support mental health!

    8 – 11 points: Your district is making progress, but there is still room for improvement.

    0 – 8 points: Your district appears to have gaps in its mental health supports and resources. Consider immediate actions to establish mental health policies, resources, and support for students.

 

Talk Data to Me: Professional Development Activity Trends

By analyzing professional development program data, school districts can identify specific trends and patterns in teacher performance and growth. This enables district leaders to adapt their programs and strategies to meet emerging challenges and leverage opportunities for growth. Ultimately, continuous improvement based on data analysis ensures that your professional development program remains relevant and aligned with the evolving needs of both teachers and students.
 
In this installment of Talk Data to Me, we’ll be analyzing trends in professional development activities, using data from the Frontline Research and Learning Institute and Frontline’s Professional Growth solution.
 

 

Professional Development Activities Completed

Over the past few years, COVID threw a lot on teachers’ plates and necessitated rapid and substantial changes in professional development. With the closure of schools and the need for social distancing, in-person workshops and conferences were largely replaced by online platforms. Teachers had to adapt to virtual environments and software, like Google Classroom and Zoom, and completely rewrite curricula for online delivery. Essentially, they had to use different pedagogies to maximize the efficacy of online learning.
 
These new skill needs are reflected in national data trends. The following chart shows the number of professional development activities per instructional user being completed each month.
 

The key takeaways

  • There are spikes all throughout 2020 and the number of activities being completed per user in typical years is about two per month.
  • In a handful of months after COVID, the average user was completing 3 to 4 activities per month.
  • The trend in the number of activities being completed evened out in 2021, 2022, and so far in 2023.

 

Professional Development Hours Completed

While the pandemic has presented numerous challenges, it has also sparked innovation and transformation in the realm of professional development for teachers. The integration of technology, increased accessibility, and emphasis on remote teaching skills have created new opportunities for teachers to grow and adapt to the changing educational landscape.
 
To fully leverage these new opportunities, districts should consider shifting to an ongoing, individualized professional development program as opposed to frontloading professional development early in the year. Consistent PD tends to be timelier and more relevant to what teachers may be facing in that moment and may also make teachers feel like they are continually learning and growing. Another benefit of making the switch to ongoing PD is increased retention, maximized classroom abilities, and minimized hiring needs.
 
Let’s take a look at the average number of hours of activities completed per user over time.
 

 

The key takeaways

  • The trends in the hours of activities being completed didn’t change all that much even during COVID. However, users were opting for quicker learning opportunities. Why? Educators were probably trying to learn a little bit about a lot of different topics as quickly as possible.

 

Analyzing Professional Development in Your District

The data listed above is a nationally representative data set of over 800 districts. However, your district may differ and the only way to know for sure is to analyze your own professional development data. The good news? Human Capital Analytics software can help make the process a lot simpler.
 
Here’s a quick example of the personalized views you can access with this type of system:
 

 
Your district’s unique professional development data is on full display. It is interactive and filterable for a variety of data points including professional development formats programs, time of year length of activity credits awarded for activity completion, even expense information associated with individual activities and users.
 
Dive into data to maximize the efficacy of your district’s professional development with Human Capital Analytics
 

 
Recommended Resources
 
Fostering a Culture of Growth: Council Rock School District: How one school district fosters a collaborative and innovative culture of growth to boost retention rates.
 
5 Tips for Looking Ahead to Next Year’s PD: Summer is the perfect time to reflect on what went well (and what didn’t) with your professional development program over the last school year. Get 5 tips for evaluating your PD to empower your team’s growth.
 
Effective Professional Learning Strategies (That Actually Work): Professional development requires more than one-stop workshops, classroom observations, or offering feedback forms. It must be intentional. The recipe for true growth begins with an individualized learning process — one that gives educators a voice and choice, identifies strengths and areas for improvement, and promotes a collaborative learning culture.
 

Maximize Medicaid Revenue by Maximizing Your Summer: What K-12 Medicaid Coordinators Can Do to Optimize Services

The summer presents an excellent opportunity to streamline processes, enhance service delivery, and ensure a successful start to the upcoming school year. While the school may be less active during this period, that doesn’t mean the work slows down for anyone working on Medicaid. This blog post will guide you through several proactive steps you can take over the summer to positively impact Medicaid coordination.

1. Update and Organize Student Records

Summer break allows you the time to thoroughly review and update student records. Ensure that all necessary consent forms, eligibility documentation, and medical records are up to date and accurately filed. This preparation sets a solid foundation for Medicaid billing and claiming processes in the upcoming year.

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2. Collaborate with Stakeholders

Reach out to teachers, therapists, nurses, and other stakeholders involved in Medicaid services. Schedule meetings or informal discussions to evaluate the previous year’s challenges and successes. Gather feedback and insights to identify areas that require improvement and opportunities for collaboration in the future.

3. Enhance Training and Professional Development

Consider providing training sessions to staff members, focusing on areas such as proper documentation practices, billing procedures, and compliance with Medicaid guidelines.

4. Evaluate Service Providers

Review and evaluate the performance of service providers who work with your school. Assess their adherence to Medicaid billing guidelines, quality of documentation, and overall effectiveness in delivering services.

Use this evaluation to not only foster open communication and provide feedback, but also to identify areas for improvement in your processes. With an increased demand on providers, offering an easy-to-use system can make your district a more attractive place to work.

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5. Streamline Documentation Processes

Summer break is an ideal time to revamp your documentation processes. Review existing templates, progress note formats, and other documentation tools. Simplify and standardize these processes to ensure consistent and accurate recording of Medicaid billable activities. Develop clear guidelines for staff members regarding what information needs to be documented and how it should be recorded.

6. Strengthen Partnerships

Build and strengthen partnerships with external agencies, community organizations, and healthcare providers. Collaborate with them to enhance coordination of services and explore potential funding opportunities beyond Medicaid. Establishing strong relationships during the summer break can pave the way for expanded support and resources during the school year.

7. Plan for Staffing and Scheduling

Evaluate the staffing needs for the upcoming year, considering any changes in student enrollment or services. Work closely with administrators and human resources to ensure appropriate staffing levels for Medicaid services. Develop a comprehensive schedule for service providers, aligning it with student needs, and maximizing Medicaid billable hours.

Having a software system like Frontline Medicaid & Service Management can help make your planning process significantly easier, giving you a single source of truth on service and staffing needs.

8. Update Medicaid Policies and Procedures

Review your school’s Medicaid policies and procedures manual, ensuring it reflects the most recent guidelines and regulations. Update any outdated information and communicate the changes to staff members. Provide training or refresher sessions on the updated policies to ensure compliance and consistency.

9. Plan for Outreach and Enrollment

Prepare for the upcoming year’s Medicaid outreach and enrollment efforts. Develop strategies to educate parents and guardians about the importance of Medicaid services, eligibility requirements, and the enrollment process. Collaborate with school administrators, counselors, and community partners to facilitate the enrollment of eligible students.

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Data & Analytics Buyer’s Guide

Data and analytics are increasingly becoming a critical component of K-12 education. School districts are leveraging data to identify opportunities to improve student outcomes, increase teacher effectiveness, and enhance operational efficiency. However, purchasing data and analytics tools can be a daunting task. With this guide, we aim to simplify the process by outlining the key considerations when evaluating data and analytics tools for your school.
 

1. Data Quality:

When evaluating data and analytics tools, it is essential to ensure the quality of the data they utilize. Consider whether the data is reliable, accurate, and up-to-date. Additionally, consider whether the tools can use the data housed in your existing data systems, such as your student information system (SIS), learning management system (LMS), or assessment tools.
 

Frontline Tip:

As George Fuechsel, the pioneering IBM computer programmer, said, “Garbage in, Garbage out.” Talk to your data and IT teams to assess what tools you currently use. How easily you can pull data from them, and how well-maintained are they? Systems that have fallen out of use or are not well maintained will likely have unreliable data to extract. It’s also good practice to audit your internal policies for managing these applications to ensure the data entered by staff is consistent with best practices.
 

 
Consider the data that your community can access. State-level data will not always match what you see in your SIS and financial systems. The data reported publicly by your state’s Department of Education may influence how news outlets report on your district. Comparisons are most often made to neighboring communities or districts similar in demographics. You should be aware of the questions that stakeholders may ask and prepare to answer them using data that can be verified. Does your state report combine charter school enrollment and your district’s traditional public school enrollment? Will this impact how the public views specific metrics? When looking at the trend in your fund balance amounts, do stakeholders understand how much your district spends each year and what the percentage of fund balance means for a district of your size?
 

 

 

2. User-Friendliness:

The data and analytics tools you select must be easy to use and accessible to key stakeholders based on what data they need. Ensure your chosen system has an intuitive interface, easy navigation, and training and support resources to help users leverage the tools effectively.
 

Frontline Tip:

Identify who in your district will be using these analytics. How experienced are they with using data for decision-making? What level of training and support will your stakeholders need?
Use this information to assess the tools you are evaluating and the process to implement them for your teams. What type of support services does the company provide? Will you have access to advisors to help navigate and train user adoption? Is there a learning center, learning materials, or videos provided by the vendor?
 

 

3.Security:

Student data privacy is a significant concern in the education sector. When evaluating data and analytics tools, ensure they comply with relevant data privacy regulations, such as FERPA. Consider the security measures to protect data, including user authentication, data encryption, and audit trails.
 

Frontline Tip:

Identify who in your district will be using these analytics. What sort of data access should they have? How does that impact what user management requirements are needed? Does the application allow role-based access controls (managing access by roles/groups)? Can you filter student data by users so only staff that should see student records can see those records? How is data loaded into the application, and is it encrypted in transit and at rest (which is a security best practice for protecting data)? How are user accounts created and managed?
 

 

4.Scalability:

Ensure that the data and analytics tools you select can scale to meet the needs of your district. Consider the number of users, the data volume, and the data update frequency. Additionally, ensure that the tools have the flexibility to grow with your district’s changing needs and evolving technology landscape.
 

Frontline Tip:

Review vendors’ licensing and user policies to ensure they will meet your current and future needs. How are user accounts added and managed? Managing user accounts and access can be a full-time job, so make sure that the applications you review have a process for quickly seeing and managing those accounts.
 

 
You will also want to review the implementation process documents. Check to see how the data is loaded, if there are any file size limitations, how frequently users can refresh data, and whether automation is available for data loading. It’s also good to ask vendors how prepared they are to scale their applications and whether they can share performance benchmarks such as software uptime.
 

5. Data Visualization:

Data visualization tools are essential for communicating insights to stakeholders. Ensure that the data and analytics tools you select have robust visualization capabilities, including creating dashboards, reports, and charts. Consider whether the tools provide real-time data visualization and can drill down into the data for further analysis.
 

Frontline Tip:

Each district will have two groups of analytics users – your consumers and your builders. Any analytics tool should provide features that support both of these groups.
The consumers of analytics need practical, simple-to-understand visuals that are meaningful and descriptive. When assessing the applications for your consumer, try not to get lured by complex, technical visualizations. These often don’t communicate as effectively as straightforward charts or tables. While simple bar charts and line charts might seem boring, they are often the best option if you want to communicate information through visuals.
 
Your builders will need to be able to analyze the data quickly, build their own data views, and construct dashboards for the consumers. When assessing the applications for your builders, review the process, start-to-finish, for building analytics and dashboards. Is the team responsible for building analytics able to learn the application with minimal training or support quickly?
 

 
When evaluating data and analytics tools for your school, these essential factors will help ensure you select the right tool for your district’s needs. The right tools can provide insights that improve student outcomes, increase teacher effectiveness, and enhance operational efficiency. With the correct data and analytics tools, your district can gain a competitive edge and better support student success.
 
Download the Software Buying Guide Checklist Here
 

Relevant Case Studies:

How Lake Zurich Community Unit School District 95 Quickly and Easily Shares Financial Data with the Community Read Now
 
How Lake Zurich Community Unit School District 95 Quickly and Easily Shares Financial Data with the Community Watch Now
 
How San Dieguito Union High School District pulls multiple data sources together to inform programming decisions and adjust individual student support Read Now