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Cross Your T’s & Dot Your I’s: Back to School Checklist for K-12 District Business Officials

As you approach the new academic and fiscal year, it is important for K-12 District Business Officials to be proactive in the planning process. Schools’ budget and financial operations directly influence the quality of education and services provided. To support you in this crucial role, we have prepared the “Cross Your T’s & Dot Your I’s” checklist.
 
This checklist is designed to ensure that all financial and budget-related activities are meticulously planned and executed. By integrating Frontline’s powerful analytics and planning tools — including Comparative Analytics, Financial Planning and Budget Management Analytics, and Location Analytics — this guide will help you navigate the complexities of budget preparation, financial forecasting, resource allocation, and more.
 
Let’s step into this new academic year with confidence and precision, ensuring your financial operations are as effective and efficient as possible.
 
Financial Planning and Budget Approval:
Use Frontline’s Financial Planning and Budget Management Analytics to plan your budget for the academic year. Ensure that the budget is approved by all relevant stakeholders.

Comparative Analytics and Financial Planning:
With accurate student enrollment data, use Frontline’s Financial Planning and Budget Management Analytics tool for accurate financial forecasting.

Staff Compensation and Benefits:
Review and update teacher and staff compensation and benefits packages and ensure that they are properly accounted for in the budget.

Capital Budget and Long-Term Investments:
Review the capital budget and any long-term investment plans. Ensure the budget covers necessary improvements or repairs to facilities.

Plan for Anything:
Leave the stress of creating budget and financial reports to Budget Management and Financial Planning. One click creates customized Excel Reports and PowerPoint presentations based on how projections are changing.

Procurement Process:
Update and streamline procurement processes to ensure efficient use of budgeted funds.

Location Analytics for Resource Optimization:
Utilize Frontline’s Location Analytics to optimize resource distribution across the district. Ensure budget aligns with resource needs at each location.

Benchmarking with Comparative Analytics:
Leverage Frontline’s Comparative Analytics to benchmark your budgeting and spending against similar districts. Use insights to make any necessary adjustments.

Risk Assessment and Contingency Planning:
Conduct financial risk assessment and prepare contingency plans. This ensures financial stability even during unexpected situations.

Budget Communication:
Develop a clear communication plan for sharing budget information with parents, staff, and other stakeholders. Ensure transparency in financial operations. Leave the stress of creating budget and financial reports to Budget Management and Financial Planning. One-click creates customized Excel Reports and PowerPoint presentations based on how the projections are changing.

Compliance and Auditing:
Verify compliance with all local, state, and federal regulations related to school finances. Schedule internal and external audits to ensure proper financial management.

Training on Financial Tools:
Arrange for professional development for staff members involved in financial operations. Training should focus on effectively using Frontline solutions for budgeting and financial planning.

Emergency Funds:
Allocate a portion of the budget for emergencies. This fund will ensure that unexpected expenses can be met without disrupting regular school operations.
 
Use this checklist and Frontline’s tools as your comprehensive guide to prepare for the upcoming school year with an efficient and effective budget and financial plan.
Download PDF version
 

Comparison is the Thief of Contentment: Driving Positive Change through Comparison

In the realm of K-12 education, contentment is a double-edged sword. While a certain level of satisfaction is necessary for maintaining morale and motivation, unchecked contentment can stymie growth and innovation. This fact is particularly crucial in our current, rapidly evolving educational landscape, where continuous improvement is not just a mantra but a necessity.
 
Historically, many school districts have fallen into the trap of contentment, favoring familiar methods and frameworks over fresh strategies. How many times have you heard “well, we’ve always done it that way” as a response to a new idea? This comfort zone, though seemingly harmless, can limit the effectiveness of their educational approaches and impede the potential growth of students.


 

The Risings Risk of Contentment in K-12 Education

Being risk-averse in K-12 has its benefits. The result of a poorly-informed decision has very real implications for district finances and students. But how often do you consider the ways that being risk-averse or not changing is the riskier move?
 
Contentment in the education sector can manifest as complacency with the status quo, reluctance to embrace new teaching methodologies, or resistance to measure success beyond traditional metrics. While taking pride in achievements is important, the risk is that it often breeds a sense of complacency that can hamper progress and discourage innovation.
 
In the fast-paced 21st century, an education system that rests on its laurels risks falling behind. With new technologies and teaching strategies constantly emerging, it’s critical for districts to continuously evaluate and improve their methods. Comparing performance and tactics with other districts becomes necessary, not to breed discontent but to foster growth and improvement.
 

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The Importance of Comparison in K-12 Education

When we say, “Comparison is the thief of contentment,” we are not suggesting a relentless race that saps the joy out of teaching and learning. Instead, we are advocating for healthy, data-driven comparisons that can serve as a catalyst for positive change and growth.
 
Comparing your district with others can provide invaluable insights into what works and what doesn’t. It can highlight gaps in your methods and provide new, proven strategies to address them. Rather than fostering discontent, comparison can promote a growth mindset, encouraging a culture of continuous learning and improvement.
 
Furthermore, comparisons aren’t limited to test scores or graduation rates. They can extend to teaching methods, classroom technologies, student engagement strategies, special education programs, and more. With comprehensive comparison, districts can identify trends, learn from successes, and avoid the pitfalls encountered by others.
 

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Keeping up with the Joneses

We know that school boards often wonder what a neighboring district is doing. They are competitive and constantly demand that district administration gather data about the other districts in the area. They want to beat their peers on the football field and the balance sheet.
 

“School boards are competitive and constantly demand that district administration gather data about other districts in the area. They want to beat their peers on the football field and the balance sheet.”

 
For example, a data and analytics tool can help districts analyze common metrics related to salary and staffing levels in their area. Data and analytics tools can also help districts research their state’s or area’s spending and revenue trends.
 
The real question is, how do you know who to compare yourself to?
 
Does it make sense to compare with your area peer districts? Are they similar in size? Do they serve the same type of students? Do you offer programs that other districts near you do not provide?
 
Historically, it has been challenging to access enrollment, salary, staffing, financial, and student performance trends in one place. This process usually involves downloading multiple data sets, analyzing different metrics to identify a peer group, and then pulling together all the information in one place so you could communicate with your stakeholders…. And even then, the data you’ve worked so hard to compile may only make sense to you. To share with board members, you still have to perform some spreadsheet magic to create graphs that will make sense to anyone. Those days are over. We are in the 21st century, and it’s time we act like it. Districts can no longer sweep things under the rug and hope no one asks about specific data.
 
The age of transparency is here, and there are tools to help. Districts can now pick any district in the state and view their grade-level enrollment trends. Or compare their revenue by source against their spending by functional area. Or evaluate all districts in the state to determine which ones are most similar to your district.
 
Then you can start to ask the questions that matter. Why are districts my size spending less on maintenance? Why do districts with a similar student demographic perform better on their state Math exams? Where is my money going, and how is that similar or different from my peer districts?
 

The Power of Frontline Comparative Analytics

The concept of comparison isn’t new in education. However, what is changing is how we can carry out these comparisons, thanks to advancements in technology and data analytics.
 
Frontline Comparative Analytics is one such tool that empowers school districts to benchmark and compare their performance against other districts. This platform allows districts to leverage actionable data to uncover patterns, identify gaps, and drive improvements. Comparative Analytics is a system that helps pull together important operational data for all districts in your state. It will allow you to easily identify peer districts, analyze various data points, and instantly download visuals to help you tell your story. The best way to plan for your future is to analyze your history.
 

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Comparison In Action

 
Frontline Comparative Analytics provides insights into a myriad of metrics, including student achievement, teacher effectiveness, school climate, resource allocation, and much more. By harnessing this data, districts can create a more robust, comprehensive picture of their performance, gaining a nuanced understanding beyond simple metrics.
 
Moreover, Frontline Comparative Analytics isn’t just about identifying shortcomings. It can also highlight areas of strength, enabling districts to take pride in their achievements while also identifying opportunities for sharing best practices with others. This tool promotes a balanced approach to comparison, fostering healthy competition and collaboration rather than discontent.
 

Conclusion

As we move forward in the ever-evolving world of education, it’s important to strike a balance between contentment and comparison. While we should celebrate achievements and maintain morale, we must also recognize the value of learning from others and continuously striving for improvement.
 
Comparison, when approached in a healthy, data-driven manner, isn’t a thief of contentment. Instead, it’s a facilitator of growth and improvement. By leveraging powerful tools like Frontline Comparative Analytics, you can create a culture of learning and growth that extends beyond individual classrooms or schools.
 
This culture of continuous improvement is not only beneficial for educators but also for the students they serve. Students reap the benefits when educators are committed to refining their methods, embracing innovation, and learning from their peers. They are provided with more effective teaching methods, a richer learning environment, and a model of lifelong learning.
 
The narrative that “Comparison is the thief of contentment” holds true only when comparison leads to unnecessary pressure, inferiority complexes, or unhealthy competition. But in education, a focused, data-driven comparison should serve as a tool for constructive growth and improvement, not as a thief stealing away contentment.
 

Cost Reporting Started Right: Medicaid Cost Reporting for Schools

Understanding and navigating Medicaid cost reporting is essential to ensure access to eligible services and maintaining the district budget. But cost reporting is a nuanced process that varies by state, and it’s a common source of stress for districts.
 
We dove into cost reporting and cost reconciliation in this blog post, but today we’re going to explore three ways you can set yourself up for success this fall with cost reporting.  

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  1. Determine Eligibility: Before initiating Medicaid cost reporting, schools must understand the eligibility criteria and requirements specific to their state. Collaborate with your local education agency and Medicaid agency to identify the students who qualify for Medicaid services and establish a system to track their eligibility.

    2.  

  2. Implement Robust Documentation Processes: Accurate and thorough documentation is crucial when it comes to Medicaid cost reporting. Establish clear procedures for capturing student information, services provided, and corresponding costs. Implement a standardized format for documenting and maintaining records, ensuring compliance with all relevant regulations and privacy laws.

    3.  
    Frontline Medicaid and Service Management simplifies documentation for cost reporting and clients receive consistent support from a designated Client Manager so you can feel more confident heading into cost reporting audits.
     

  3. Streamline Data Management: Accurate data management is crucial for Medicaid cost reporting. Having a purpose-built service tracking system makes it infinitely easier to maintain accurate data. An electronic health records system is a great addition to your cost reporting toolkit as well. For health-related services, you can make sure all your documentation is Medicaid-ready…something that can be hard to do with a SIS health module.

    4.  

     
    Cost reporting plays a vital role in ensuring that schools can provide comprehensive healthcare services to eligible students while managing their budgets effectively.
     

5 Myths About Analytics in K-12 Education

Data wasn’t always at the forefront of decision making in schools. Without digital processes or records, analyzing student and district performance levels was time-consuming and complicated. But as technology has become widely available and integrated in both pedagogy and the physical classroom, it has quickly become apparent that data isn’t just something that’s nice-to-have, it is a necessity.
 
Data allows you as an administrator to analyze what’s happening in your district down to a micro-level. By leveraging analytics, you can tap into data to make more informed decisions for the benefit of your students and communities. However, it’s not just school district leaders who walk the avenue of analytics. Teachers, principals, or school nurses all have data on their minds.
 
Most people in K-12 education have their first experience with analytics by trial and error. Perhaps you found yourself building a bar chart or exporting data from your favorite educational tool or assessment. Whatever the case, if you had questions to answer or problems to solve, you probably started digging to find the details hidden within.
 
Though the benefits of skillful data analysis are endless, the how — implementing data analytics — can still feel like a daunting task. Myths surrounding analytics don’t exactly help, either. By dispelling some common myths surrounding analytics, we hope to help you explore new ways to supercharge your analysis and harness the full power of your data (that you’re already collecting) to make better-informed decisions for your district.
 

Myth 1: “We have data everywhere; we cannot bring it all together easily.”

TRUTH: Large data sets and cross-referenced data present even more critical opportunities to find areas of improvement.

 
Integrating and referencing student-related data can be implemented using the student ID, which every district tracks and is a common thread between student-related data points. Other common fields can also be leveraged — depending on the analysis — such as the security of student data. Given the state of K-12 cyber landscape, protecting, and investing in data management is more crucial than ever.
 
No matter what the student-related data may relate to, bringing all sets of that data together in one place — by working with one connected platform — allows district leaders to make more informed and improved decisions.
 

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Myth 2: “I don’t have the skills to build meaningful analytics. We need to hire someone to do it.”

TRUTH: As a leader, you may not have the right amount of time to dedicate to building analytics, but this is an opportunity to empower your team.

 
What are the questions you’re most asked as an administrator? What if you were able to get answers faster? Analytics may be the key to providing a confident answer to questions like:

  • What is at stake if a school continues to see declining enrollment?
  • Do you need to change staffing levels?
  • Do you need more special ed services or a reading coach?
  • Do you need to rezone and consider more options?

 
Consider first leading your team through a few simple questions to help them feel empowered to tackle the tough questions.
 

Myth 3: “Our team can’t pull this off.”

TRUTH: It’s simple: Once your teams understand exactly how data can improve team, student, and district performance, they will feel empowered to begin suggesting and making tangible changes. In turn, there will be a noticeable difference in engagement when it comes to building your analytics.

 
Before building analytics, it may be beneficial to first consider how well your administration team can study what’s available using basic data. Not only does studying as a team build confidence and trust, but it also helps to spark curiosity.
 

Myth 4: “It’s too expensive.”

TRUTH: Although cost — or perceived cost — can be a barrier, developing a culture of data can eventually save your district money.

 
Having the ability to access and analyze financial data quickly and easily is one of the many cost-saving benefits. Here are a few examples of financial data you may analyze to identify new efficiencies and ultimately save money:

  • Targeting overstaffing situations
  • Identifying overall loss of enrollment
  • Tracking overspending compared to neighboring districts

 
What may be beneficial to combat the cost of data analytics is communicating your financial situations clearly. By doing so, you may be able to achieve a more favorable credit rating and refinance your bonds to your advantage.
 

Myth 5: “It will take forever for us to build the analytics we need.”

TRUTH: Does building analytics take time and attention? Yes, but the good news is, you don’t have to do it alone.

 
Instead of laying down the building blocks yourself, what if there was an efficient tool to build your analytics? What if that tool sped up your data analytics process because it did the hard part for you?
 
That’s where Frontline Analytics can help! With a state-of-the-art analytics solution, Frontline helps your district leaders tap into their data to make more informed decisions for the benefit of students and communities.
 
These 5 myths can be discouraging components of building analytics in K-12 education. There are strategic, actionable insights waiting for you in your data, so don’t be intimidated by them. Leverage your data to drive district-wide decisions and experience the undeniable benefits of analytics today.
 

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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.

 

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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.

[ctt template=”9″ link=”6Gn3c” via=”no” ]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.[/ctt]

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!

[ctt template=”9″ link=”6Gn3c” via=”no” ]#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.[/ctt]

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.

[ctt template=”9″ link=”6Gn3c” via=”no” ]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 [/ctt]

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.

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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.
[ctt template=”9″ link=”6Gn3c” via=”no” ]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[/ctt]

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.
 
[ctt template=”9″ link=”6Gn3c” via=”no” ]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[/ctt]
 

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.
 
[ctt template=”9″ link=”6Gn3c” via=”no” ]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 [/ctt]
 

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.
 
[ctt template=”9″ link=”6Gn3c” via=”no” ]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[/ctt]
 
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.

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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.

Hand-picked content for you:

[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.

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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.

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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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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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Human Capital Analytics can help you answer these burning HR questions and more. Learn More