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Legally Defensible Health Documentation

Proper documentation is one of the best ways you can protect yourself in the face of legal action. While it’s not particularly common for school nurses to face liability issues, the consequences if you do encounter a legal issue are serious. And because documentation is something you do all the time, it’s both an easy way to protect yourself and an easy way to get into trouble. In this post, we’ll provide best practices so that you can ensure your documentation meets the legal and professional standards for K-12. 

Why Legally Defensible Documentation Matters  

So what is legally defensible documentation? Simply put, it’s documentation that, if ever used in a legal proceeding, would show that the school nurse upheld the standard of care and followed all policies and procedures set by the government (whether local, state, or federal) and the district.  

Outside of legal proceedings, documentation could be scrutinized after an emergency to understand whether the situation could have been avoided and whether everyone involved followed the proper procedures. While this protects staff, it also helps schools ensure they are doing everything in their power to keep students safe.  

Key Elements of Legally Defensible Student Health Documentation  

While legally defensible documentation will depend on your school’s policies, there are some tips that generally contribute positively to your notes. If these seem like common sense, that’s a good thing! They shouldn’t feel like they’re coming out of left field. 

  1. Accuracy 

Of course, notes should be precise and true. But the key differentiator here is objectivity. You want to record symptoms not in terms of your subjective perspective on them, but in terms of what you see in front of you. This aspect becomes especially important when you have other people who might need to access medical records and understand a child’s symptoms over time.  

  1. Timeliness 

We’ve talked about contemporaneous documentation before, and it’s critical. With the number of students that many school nurses see in a day, documenting health incidents and actions in real time or as soon as possible is the best way to ensure that your documentation is as accurate as possible. Contemporaneous charting holds more weight in legal settings. And if you have an electronic health records system, you can show exactly when you documented a visit.  

  1. Consistency 

Consistency of care is important in your health services program for so many reasons. Thinking about consistency in this context, we’re thinking about using standardized forms, templates, and protocols across your district. With so many students to care for, consistency and standardization are your best bets at making sure no one slips through the cracks.  

  1. Compliance & Confidentiality 

It might feel like a given, but meeting FERPA and HIPAA standards is another key in legally defensible documentation. That might mean avoiding writing notes on post-its, ensuring your documentation system is compliant, and making sure your system is secure to keep student data safe. It might feel frustrating to have your work computer automatically lock throughout the day, but it’s a simple way to stay compliant with privacy laws.  

Common Pitfalls and How to Avoid Them  

You might be thinking that with the stakes so high, how could anyone ever not ensure all of their documentation is legally defensible? More often than not, documentation pitfalls fall into one of the following categories: training, language, verbal communication, and details. 

With inadequate training, staff may not be aware of all of the legal and ethical documentation standards. Regular staff training and consistent professional development is good idea to ensure everyone knows what’s needed. Subjective language is another pitfall. Documentation should always be fact-based, so staff should avoid interpretations of behaviors and instead record objective observations. Verbal communication might show up when you have a busy workload and it feels easier or faster to verbally communicate about a student rather than documenting everything. Become a “document everything” culture and you’ll end up in a better situation! Lastly, incomplete documentation is not legally defensible documentation.  

Technology’s Role in Improving Documentation Practices 

Many of the pitfalls of legally defensible documentation become infinitely easier with an electronic health records system. Depending on the system you choose, an EHR can require fields that you’d need for comprehensive documentation, and it can make documentation for group events much easier, so there’s less risk of missing notes when you’re working on group screenings.  

Frontline School Health Management was made exclusively for K-12 school nurses, and makes it easier for schools to stay compliant even with rising rates of students requiring support for mental health challenges and chronic illnesses. 

Elise Ozarowski

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

Four Steps for Smarter School Boundary Decisions: A Data-Driven Approach 

Adjusting school attendance boundaries or repurposing buildings is one of the most impactful decisions a district can make. It influences students, families, staff, and the broader community in profound ways. Without strategic planning and clear communication, these changes can lead to confusion, frustration, and unintended inequities. 

A well-informed approach—rooted in real-time data, stakeholder collaboration, and transparency—ensures these transitions serve educational goals while addressing community needs. This guide outlines essential steps to navigate the process effectively and equitably. 

Understanding the Need for Change 

Before making any changes, districts must clarify why changes are necessary.  Defining the “why” helps focus efforts, prevents unnecessary disruptions, and ensures that decisions align with broader educational and community objectives.  

Common reasons include:   

  • Enrollment fluctuations – Addressing overcrowding or underutilization of school buildings. 
  • Financial pressures – Maximizing budgets while maintaining high-quality education. 
  • School competition – Responding to shifts in public, private, and charter school enrollment. 
  • Resource optimization – Ensuring staff, buildings, and classrooms are used effectively. 
  • Equity considerations – Promoting fair educational opportunities for all students. 

Key Steps in Evaluating Boundary Changes 

1. Gather and Analyze Data 

Accurate, up-to-date data is the foundation of sound decision-making. Districts should analyze student enrollment patterns, demographic trends, and school capacities to develop strategic plans that are both effective and sustainable. 

  • Use current enrollment data instead of outdated reports. 
  • Track student population shifts with GIS mapping tools. 
  • Assess demographic data to support equity-focused decision-making. 
  • Evaluate school capacities to ensure they align with projected enrollment. 

2. Engage Stakeholders Early 

Transparent communication and collaboration with key stakeholders can help build consensus and minimize resistance to boundary changes.  

  • Superintendent & District Leaders – Ensure alignment with district-wide goals and community expectations.  
  • Planning & Development Teams – Provide insights into long-term growth and resource allocation.  
  • Technology & Data Teams – Offer precise data to support decision-making.  
  • Operations & Transportation – Assess how changes affect bus routes, staffing, and infrastructure.  
  • Curriculum & Special Programs – Ensure balance in specialized education programs and extracurriculars.  
  • Community & Parents – Collect feedback via town halls, surveys, and focus groups to gauge public sentiment.  

Getting Community Buy-in

The School District of Lancaster had to change district boundaries significantly and some of those changes impacted program offerings. Sharing data with key community members helped garner trust, understanding, and eventually support. 

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3. Consider Equity and Educational Impact 

School boundary changes should enhance access to quality education for all students. This requires evaluating the effects on school demographics, resources, and academic opportunities.  

  • Ensure all students have access to quality programs and extracurricular activities. 
  • Maintain demographic balance to comply with equity policies. 
  • Protect existing educational pathways, such as career and technical tracks. 
  • Address transportation needs to minimize disruptions to students’ daily routines. 

“A school boundary change isn’t just about shifting lines on a map. It has the power to change a child’s entire trajectory, opening doors to new opportunities and resources that shape their future.”

Brenda Richmond, Corpus Christi ISD, Director for Instructional Support

4. Develop and Communicate a Clear Plan 

A structured plan minimizes confusion and builds stakeholder confidence in the process. 

  • Implementation Timeline – Determine whether changes should be phased in gradually or implemented all at once. 
  • Transparency – Clearly communicate the rationale and expected outcomes. 
  • Visual Aids – Use maps, charts, and interactive tools to illustrate boundary changes and their impacts. 
  • Accessibility – Ensure materials are available in multiple languages and literacy levels. 

The Role of Data and Technology in School Planning 

Modern technology enables districts to make smarter, more precise decisions. Advanced analytics tools, such as Frontline Education’s Location Analytics, offers key capabilities that simplify the process: 

  • Up-to-date data – Ensure decisions are based on the most current student and staff data. 
  • GIS Mapping – Visualize student distribution and optimize school boundaries. 
  • Before-and-after modeling – Evaluate potential outcomes of proposed changes to make data-driven decisions. 

Ensuring a Smooth Transition 

Even the best-laid plans require ongoing monitoring and adaptability to ensure their effectiveness. Districts should implement a structured review process to measure success and make adjustments as needed. 

  • Collect stakeholder feedback – Use surveys and discussions to assess impact. 
  • Review data regularly – Track enrollment trends to confirm goals are met. 
  • Remain flexible – Adjust plans as needed to best support students and families. 

Final Thoughts 

School boundary adjustments and building repurposing are critical decisions that shape education for years to come. By leveraging data-driven insights, engaging stakeholders, and maintaining transparency, districts can develop thoughtful solutions that serve students and communities effectively. 

If your district is considering boundary changes, Frontline Education’s Location Analytics offers the tools and expertise to support informed, equitable decisions. 

Discover Location Analytics today
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Brenda Richmond

Senior Analytics Advisor, Frontline Education

Brenda has spent her career supporting school districts in making impactful changes. With a background in education administration and hands-on experience at districts like Austin ISD, she’s known for her forward-thinking approach to improving operational efficiency. Fun fact: Brenda’s on a mission to visit and collect patches from all 63 U.S. National Parks—a passion that speaks to her adventurous spirit and dedication.

Interested in working with Brenda? You can reach her here: brichmond@frontlineed.com 

Click, Hire, Onboard: Digital Employee Management in K-12 HR 

The Hiring & Onboarding Headache You Know Too Well 

It starts with a scramble. A teacher resigns, a new hire accepts, or a staff member shifts roles. Suddenly, there’s a pile of paperwork, a dozen emails to send, and a system that doesn’t quite sync the way it should. 

You’re tracking down signatures, cross-checking your databases, and making sure compliance requirements don’t slip through the cracks—all while trying to get employees set up for day one success. It shouldn’t be this complicated, right? 

Yet, outdated, paper-based processes and disconnected systems slow everything down, creating inefficiencies and increasing administrative burdens. 

Sound familiar? Here are some of the biggest roadblocks: 

  • Delays in hiring and onboarding due to manual processes and scattered paperwork and sticky notes. 
  • Scattered systems that don’t talk to each other—forcing you to enter the same information multiple times and increasing the risk of errors. 
  • Compliance risks due to missing or incorrect forms, delayed approvals, and manually tracking contract renewals and certifications. 

DYK? The average school district processes 3,000 forms per school year—that’s 16 forms per day! 

But what if you could ditch all that paper for digital workflows and make new hire onboarding and contract renewals so much easier? 

Imagine this instead: 

  • Click “Hire” and seamlessly onboard new employees without administrative bottlenecks. 
  • Go fully paperless—eliminating stacks of forms and fragmented systems.
  • Unify all HR processes in one place—no more juggling multiple vendors. 
  • Ensure compliance effortlessly—with built-in tracking and automation. 

The Challenges of Manual & Siloed Systems 

For years, many schools have relied on outdated methods to manage employee records and staff movement. This often results in: 

  • Slow hiring and onboarding – Too much time is spent managing stacks of paperwork instead of supporting new hires. 
  • Data silos between applicant tracking, payroll, and records – causing duplicate work and miscommunication. 
  • High compliance risks – missing deadlines for evaluations, contract renewals, and certifications. 

The solution? A digital-first approach that streamlines every step. 

Case Study Read the full story

“It cut our [onboarding] time from 1 hour to 15 minutes.”

— Helen Romios
Director of Human Resources

Click, Hire, Onboard: How Digital Employee Management Works 

1. One Click to Hire, No More Manual Transfers 

Traditionally, moving a candidate from recruitment to onboarding requires multiple steps across disconnected platforms. That means delays, data inconsistencies, and inefficiencies. 

With a modernized, digital employee management system the process is seamless: 

  • Click “Hire” in the applicant tracking system, and employee information is instantly transferred to onboarding workflows. 
  • Automated digital paperwork & e-signatures ensure compliance without manual intervention. 
  • All relevant departments (HR, payroll, administrators) access real-time updates on new hires. 

“Why it matters: Eliminates duplicate data entry, accelerates the hiring process, and ensures accuracy across all systems. We do everything through the platform. All of our onboarding packets, our contracts, job descriptions…everything.”

Bruce Chaffin, HR Director

2. Paperless Staff Movement & Digital Employee Records

Staff movement is constant—whether through internal promotions, contract renewals, or position changes. Managing these transitions manually with paper forms and email chains often leads to confusion and delays. 

A digital employee management system provides:  

  • Automated workflows for staff movement, ensuring a seamless transition between roles.
  • Centralized document storage, eliminating lost paperwork
  • Compliance tracking, so policies and deadlines are met.

Why it matters: Saves time, improves efficiency, and reduces compliance risks.

3. Stay Audit-Ready & Ensure Compliance

Schools must adhere to strict compliance requirements, from teacher certifications to contract renewals. Manual tracking methods can lead to missed deadlines, putting the district at risk for non-compliance. 

With Frontline Central, compliance becomes effortless:  

  • Built-in reminders & alerts ensure key deadlines for certifications, evaluations, and renewals are never missed.
  • Digital audit trails make it easy to track who signed what and when.
  • Secure document storage keeps records up-to-date and accessible.

Why it matters: Reduces compliance risks, saves time, and ensures all records are organized and audit-ready.

The Future of K-12 HR: An Integrated, Digital-First Approach 

Instead of juggling multiple systems and relying on outdated processes, schools can streamline operations with a fully integrated digital employee management system. A modern approach to HR delivers: 

  • Faster hiring & onboarding – Move candidates seamlessly from recruitment to onboarding with one click
  • A paperless HR experience – Eliminate inefficiencies and ensure all documents are stored digitally.
  • Stronger compliance & visibility – Automated workflows and tracking reduce risks and improve efficiency.

With Frontline Central, districts can create a modern, efficient, and employee-friendly HR experience that helps retain top talent while reducing administrative burdens.  Ready to ditch paper & go fully digital?

See how Frontline Central can help move beyond paperwork and create a seamless, connected employee management experience.
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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.

Thriving Beyond ESSER: Smart Strategies for Funding and IT Asset Management 

As school districts navigate the complex landscape following the expiration of ESSER funds, technology leaders face unprecedented challenges. From sustaining technology investments to optimizing inventory management, districts must be proactive to ensure long-term success. This guide distills insights from education technology leaders shared during a recent panel at the TCEA Convention in Austin, Texas, offering actionable best practices for managing post-ESSER funding and effective inventory practices. 

The Panel:

Mitch Davis 

Director of Technology,
Ector County ISD

Eric Laszakovits 

Technology, Training & Development Manager, Northside ISD

Cary Owens

Chief Technology Officer,
Abilene ISD

Here were the key takeaways from the discussion:

1. Understand the Impact of Post-ESSER Funding in Your District. 

ESSER funds have played a major role in supporting technology purchases, staffing, and educational programs. Now, districts must shift their focus from rapid technology expansion to sustainability. The key question is how to maintain the devices, programs, and personnel funded by ESSER while identifying new funding sources and optimizing existing budgets. This transition means districts will need to think strategically, creatively manage resources, and collaborate across departments. 

Key Considerations:

  • Identify which programs and technologies were ESSER-funded: Compile an inventory of ESSER-funded initiatives, including technology, staff, and programs. Prioritize based on usage and impact to assess long-term value. 
  • Assess sustainability plans and potential budget reallocations: Identify critical ESSER-funded programs, review budgets for cost-saving opportunities, and explore alternative funding like state grants, local bonds, and partnerships. 
  • Engage finance departments early to align on fiscal strategies: Engage finance teams early to align on technology needs and budgets. Use data-driven cost projections and multi-year strategies to secure ongoing investment. 

“With ESSER funds, we mainly used them for personnel for tutoring, but we did buy a lot of technology as well. Now, the question is how to sustain that.”

Cary Owens, Abilene ISD

2. Employ Proactive Inventory Management Strategies. 

Keeping track of your technology inventory is key to staying on budget and avoiding surprises. Regular audits help you know exactly what you have, where it is, and what condition it’s in. One best practice to consider is conducting a full inventory check once a year, with quarterly spot-checks led by campus staff. This keeps data accurate, helps catch issues early, and prevents major losses or budget shortfalls. 

Best Practices: 

  • Conduct annual district-wide inventory audits with quarterly check-ins: Schedule regular district-wide audits with quarterly check-ins to verify asset accuracy, reconcile databases, and catch discrepancies early. 
  • Use technology to integrate asset data for real-time tracking: Use asset management software integrated with district systems like MDM and SIS for real-time tracking of device status, location, and usage, enabling quick updates and data-driven decisions. 
  • Implement staff-run audits to foster ownership and accountability: Enable campus staff, including administrators and IT support, to conduct regular technology audits. This brings accountability and helps you ensure proper device management district-wide. 

“We do a yearly inventory, but we also encourage campus administration to run tech checks every quarter or so, to check for any device damage. We’re also trying to create a digital footprint where we don’t have to physically collect devices. Instead, we’re comparing data: Is that IP address an internal Northside IP address? Is the right student logging into the machine? Is it the correct device that’s supposed to be at that campus?”

Eric Laszakovits, Northside ISD

3. Get Your People on Board. 

Managing technology effectively is more than just an IT responsibility. One key aspect is keeping finance leaders informed about technology needs. Be transparent, with clear communication about the number of devices needing replacement, their costs, and the potential risks of outdated equipment. Showing clear data and maintaining open discussions will help lead to informed decisions that align with both financial and operational priorities. 

Tips for Gaining Support: 

  • Present data-driven reports to finance leaders showcasing technology needs: Create concise reports with key metrics like device lifecycle, usage, and costs. Use visuals to highlight trends and cost savings, linking technology performance to student outcomes for stronger funding support. 
  • Highlight security risks associated with outdated devices to underscore urgency: Emphasize the cybersecurity risks of outdated technology, like malware vulnerabilities, unsupported security patches, and compliance issues. Use real-world cases to stress the urgency – they’re not hard to find. 
  • Use success stories and pilot programs to demonstrate value: Show how technology investments have improved engagement, reduced downtime, or saved costs. Include quotes or stories from teachers and staff to build credibility. 

“It’s mainly about being honest with [Finance], letting them know the number of devices that will have to be replaced within a certain timeframe, and letting them decide what they want to do with that.”

Cary Owens, Abilene ISD

4. Extend Device Lifecycles. 

With limited new funding, extending the life of existing devices is crucial. Think creatively! Mitch Davis of Ector County ISD noted, “We’ve shifted into doing in-house repairs with our 18+ special education students. That gives them life skills and a routine. It’s beneficial for both us and the students.” 

Lifecycle Management Recommendations: 

  • Establish in-house repair programs to reduce costs: Consider forming an in-house repair team with IT staff, technology students, or volunteers to cut third-party costs, speed up repairs, and offer student learning opportunities. Standardize how you diagnose, repair, and track issues. 
  • Regularly update software to extend device usability: Keep devices updated with the latest operating systems, software versions, and security patches to improve performance, security, and longevity. Automate updates and schedule regular audits to ensure compliance. 
  • Explore buyback programs and local resale opportunities to recoup value: Partner with buyback vendors for credits or discounts on new equipment. Consider local resale programs for refurbished devices to generate revenue and reduce e-waste. Always wipe devices to ensure data security. 

“We’re starting to shift toward doing a storefront with our 18+ students. Our Finance department is working to put a policy in place that allows us to sell devices locally, as long as the branding is removed and the device is off our system. We’re hoping that in the next few years, our freshman class, the first true one-to-one class with us, will be able to buy back their devices when they graduate at a discounted price. That way, we can collect some money back, and there’s buy-in for students to actually take care of their devices over four years in high school.”

Mitch Davis, Ector County ISD

5. Ensure Accountability for Technology Use. 

Accountability can be a challenge. One strategy districts have found helpful is tying accountability to tangible outcomes, such as financial responsibility for lost or damaged items. For example, when campuses are required to cover the cost of missing equipment like chargers, it encourages both staff and students to be more mindful about device care. Additionally, creating clear policies, setting expectations early, and involving school leadership in enforcement can significantly improve accountability across the board. 

Strategies to Enhance Accountability: 

  • Issue distribution receipts outlining device costs and responsibilities: Create standardized receipts listing assigned devices, accessories, costs, and responsibilities. Include terms of use and require students and parents to sign and consent to the terms. 
  • Use data analytics to track device usage: Analytics in asset management systems can help you track device activity, spot irregularities, and address issues proactively. 
  • Encourage parental involvement to increase student accountability: Keep parents informed about their child’s device use. This increases engagement and reinforces student accountability. 

“Parents get an email when a device is issued and when it’s collected, but that doesn’t mean there’s engagement. Usually, the engagement comes when a campus administrator holds the student accountable.”

Eric Laszakovits, Northside ISD

Navigating the post-ESSER era requires a strategic, data-driven approach to technology and inventory management. Relationships are important as well. Building strong connections across departments and campuses, with vendors, and within the wider education community promotes collaboration, resource-sharing, and fresh perspectives. When district leaders, IT staff, and finance teams maintain open communication, it’s easier to solve challenges together. As Mitch Davis put it, “Venture out, make relationships. Just hearing people out has been huge for our district.” 

Case Study: Northside ISD

From Manual Asset Tracking to Real-time Efficiency 
How Frontline Asset Management led to streamlined processes, greater accountability, and enhanced data accuracy in Northside ISD..

Read the Case Study

Ryan Estes

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

Better Data Practices, Better Insights: How Two Districts Transformed Their Analytics 

Your district is sitting on a goldmine of data. But for most administrators, getting meaningful insights from that data feels impossible when dealing with inconsistent entries and information scattered across different platforms.   

We recently polled nearly 100 district administrators about their data practices related to College and Career Readiness. After sharing all the indicators that frameworks like Redefining Ready use—grades, ACT and SAT benchmarks, enrollment in Algebra II, AP coursework, attendance, activity involvement, and community service to name a few—we asked, “How many places would you need to go to find all of this data?” Most respondents—52%–indicated they would need to check 3-5 different places. Another 34% reported needing to look in 1-2 locations, while 3% required 6 or more sources. See the results below. 

How many places would you need to go to find the data you need to assess post-secondary readiness? 

If this sounds familiar, you’re not alone. 

The Real Cost of Poor Data Practices 

As a K-12 administrator, you’ve likely experienced the frustration of trying to analyze student data only to find: 

  • Three different ways to label the same behavioral incident 
  • Missing attendance records 
  • Course codes that don’t match across systems 
  • Student activity data living in a spreadsheet you don’t have access to 

These aren’t just annoying inconsistencies—they’re roadblocks preventing you from using analytics to make informed decisions about your students’ futures. 

Success Story #1: How Troy Community Consolidated School District 30c Standardized Their Discipline Data 

When Troy Community Consolidated School District 30c in Illinois looked at their discipline data, they saw chaos. Their student information system had become a jumble of similar-but-different behavior labels: “failure to comply”, “failure to comply with directions”, “failure too comply”—you get the picture.  

Their solution? They brought together a Discipline and Behavior Committee of administrators and staff who: 

  1. Consolidated duplicate discipline types 
  2. Aligned everything with their student handbook 
  3. Created a single, clear system for reporting 

The result? For the first time, they could actually analyze behavior patterns across their buildings and target their PBIS and MTSS interventions where they were needed most. 

Gaining Deeper Discipline Insights:

Troy Community Consolidated School District 30c and four other districts were  recognized as Frontline’s first-ever group of Analytics Influencers. These districts use data to identify challenges, understand impacts, and swiftly take action to  boost outcomes. 

Read the Stories

Success Story #2: Altoona’s Analytics Journey 

Altoona School District in Wisconsin faced a different challenge. They wanted to analyze college and career readiness indicators, but their data practices made it impossible: outdated course codes, gaps in student records, and critical information spread across multiple systems. 

They spent a year implementing better practices: 

  • Standardizing course codes across all systems 
  • Validating historical records 
  • Creating clear data entry protocols 
  • Bringing athletics and activities data into their main system 

Now, instead of hunting through spreadsheets, they can analyze student readiness through a single dashboard. 

The Impact of Better Data Practices 

The benefits of clean, consistent data extend far beyond improved reporting. Take teacher retention—according to a recent 2024 RAND survey, student behavior management is the #1 cause of teacher stress. Districts with standardized discipline data can spot patterns early, identify where additional support is needed, and help reduce teacher burnout through targeted interventions. 

Clean data also strengthens dropout prevention efforts. Research consistently shows that the ABCs—attendance, behavior, and course performance—are the strongest predictors of student success. When this data is properly maintained and integrated, districts can identify at-risk students early and provide support before they fall through the cracks. 

Use Research-Backed Data to Drive Student Success and Boost Teacher Retention

Learn from K-12 analytics experts about the research-backed indicators of student risk, college and career readiness, and teacher burnout that you may already be tracking but not fully leveraging.

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Your Action Plan: Where to Start 

Ready to improve your district’s data practices? Here’s your roadmap: 

  1. Audit Your Current Practices: Look for duplicate entries, inconsistent labels, and data living outside your main systems. 
  2. Control Access: Limit who can modify critical data fields. More access points = more inconsistency. 
  3. Create Clear Protocols: Document exactly how data should be entered and who’s responsible for what. 
  4. Consolidate Your Sources: The fewer places data lives, the easier it is to analyze. 
  5. Put Your Clean Data to Work: Once your data is reliable, you can analyze it to show progress, identify needs, and make the case for resources. 

Remember, this isn’t about perfect data—it’s about having information you can trust to drive decisions that affect real students and teachers in your buildings. 

Discover the Power of Student Analytics Lab – Data-Driven Insights for Smarter K-12 Decision-Making 

Uncover trends, identify risks, and drive student success with Student Analytics Lab—the advanced analytics solution built for K-12 administrators. With research-backed models and real-time data, you can confidently make informed decisions to support students, optimize resources, and improve outcomes across your district. 

From dropout prevention to college and career readiness—see the impact of data-driven leadership in action. 

Discover Student Analytics Lab Today
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Sara Thomas, M.Ed

Senior Advisor, Frontline Education

Sara leverages 20 years of experience to guide K-12 districts in using data to drive success. With a background that spans teaching, leadership, and administrative roles—including Assistant Principal, Division Coordinator, and Dean of Students—Sara is dedicated to helping school leaders maximize the impact of their data. Her mission is clear: to empower districts to be more data-driven and informed, ensuring that every student and staff member receives the support they need to thrive. 

Interested in working with Sara? You can reach her here: sthomas@frontlineed.com 

How to Maximize Professional Development Days for Educators 

Working in K-12 Curriculum & Instruction, you understand that professional development (PD) isn’t just about checking a compliance box—it’s about enhancing educator effectiveness, fostering student success, and aligning with district goals. Yet, making the most of limited PD days remains a challenge, especially when balancing instructional needs, compliance requirements, and teacher engagement. 

With spring on the horizon, and hopefully no surprises from Punxsutawney Phil, now is the perfect time to reflect on how to optimize remaining PD days to drive meaningful change. Here’s how data-driven planning, flexible learning opportunities, and strategic follow-through can help maximize the impact of professional development in your district. 

How to Plan Effective Professional Development Days 

1. Let Data Drive Your PD Strategy

Effective PD starts with a clear understanding of your district’s needs. Rather than a one-size-fits-all approach, leverage real-time insights to tailor PD sessions that address specific gaps. 

  • Analyze Teacher Evaluation & Feedback Data: What trends emerge from classroom observations? Where do teachers need the most support? 
  • Leverage Student Achievement Data: Are there subject areas or grade levels where instructional support is needed? 
  • Assess PD Engagement Metrics: What past PD sessions had the highest impact? Where did participation lag?  

HOT TIP: A data-driven approach = PD sessions that are targeted, relevant, and impactful.

2. Move Beyond Sit-and-Get: Make PD Flexible & Interactive

Traditional, one-day workshops often lead to passive learning and low retention. Instead, consider blended, ongoing, and job-embedded PD models that allow for flexibility and immediate application. . 

  • On-Demand PD & Microlearning: Offer short, focused learning opportunities through self-paced online modules, videos, or podcasts that teachers can access when it fits their schedule. 
  • Collaborative Learning Communities: Establish Professional Learning Communities (PLCs) where teachers co-create solutions, discuss best practices, and support each other’s growth.  
  • Instructional Coaching & Mentorship: Pair PD with instructional coaching or mentorship programs to ensure ongoing support and application of learning. 

Teachers appreciate PD that respects their time, provides choice, and directly applies to their classroom needs. 

Hand-picked content for you:

A Guide to Nurturing New Teachers for Growth and Retention

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How to Align PD with District Priorities & Instructional Goals 

PD should seamlessly connect to broader district goals rather than feel like a disconnected initiative. When planning PD sessions, ask: 

  1. Does this align with our curriculum and instructional priorities? 
  2. How does this support district-wide equity, inclusion, and student achievement goals? 
  3. Can teachers immediately apply this learning in their classrooms? 

Ensuring alignment will increase buy-in from educators and maximize the effectiveness of PD across the district. 

Hand-picked content for you:

Overcoming Teacher Shortages with Innovative PD

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“Strategic PD = Engaged Educators + Student Growth!” #K12 #EdLeadership #TeacherPD

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How to Measure Professional Development Effectiveness 

Professional development shouldn’t end when the session is over. Build structures for follow-up, accountability, and continued learning to ensure long-term impact. 

  • Gather Real-Time Feedback: Use quick surveys, polls, or discussions to assess the effectiveness of PD and make improvements. 
  • Provide Time for Reflection & Implementation: Give educators dedicated time to integrate PD learning into their lesson plans and discuss successes and challenges. 
  • Monitor & Adjust: Regularly review teacher progress and student outcomes to ensure PD efforts are making a measurable difference. 

By establishing a culture of continuous learning, PD becomes an ongoing growth opportunity rather than a one-time event. 

Hand-picked content for you:

How Council Rock School District Fostered a Culture of Growth

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What Makes a Professional Development Day Effective? 

The most effective PD strategies are: 

✔ Data-Driven – Tailored to teacher and student needs 
✔ Engaging & Flexible – Moving beyond passive learning to hands-on, collaborative models 
✔ Strategically Aligned – Connected to district priorities and instructional goals 
✔ Sustainable – Designed with follow-through and measurable outcomes in mind 

With the right approach, professional development can truly transform teaching, learning, and student success. 

“The one-size-fits-all model just doesn’t work for anybody. Frontline Professional Growth provides a learning environment that really fits the needs of educators and administrators alike.”

– Jill Neuhard, Educational Services Supervisor, Capital Area IU 15 

Ready to optimize PD in your district?

Discover how Frontline Professional Growth can help you plan, track, and measure PD impact.
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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.

Protecting Your School Nurses (& Your District) from Liability Claims 

The world around us is growing more complicated every day. For your school health program, that means becoming even more diligent in protecting your district and ensuring that you uphold the standard of care. Every school and district has its own challenges—one school may have a higher percentage of students with chronic conditions requiring medication. Others might have a larger population of students requiring reminders for vaccines.  

While there are many day-to-day processes that go unnoticed, the stakes are high. In this blog post, we’ll discuss ways to ensure no student slips through the cracks, nurses are protected, and your district stays out of the news.

Understanding Liability Risks in School Health Services 

While in school, students depend on an extensive network of people to care for them and keep them safe. School nurses are a core part of this network of care, and often go above and beyond. In the world of liability, unfortunately that isn’t enough. That’s why it’s crucial to ensure you’re doing everything you can to protect yourself.  

Common Liability Scenarios 

Because of the potential consequences of taking the wrong medication or missing a dose of prescribed medication, medication mismanagement poses a risk. About 19% of children in the United States have a condition that requires medication, a percentage that has increased over time. With that increase has come an increased need for medication administration in schools, but staffing health professionals has not kept pace.  

With limited nursing staff, training—and the documentation of that training—becomes a more important element to providing adequate care. Training in event of medical emergencies is another important scenario. Simply having equipment available in case of emergency isn’t sufficient: school staff must be trained appropriately on the appropriate response to medical emergencies. 

Documentation is ripe for liability issues, too. Documentation itself is not always the culprit, though. If you tend to wait until you have long blocks of time to document student visits, that is considered less reliable than contemporaneous charting. Even if your memory is accurate, it is significantly more trustworthy to point to real-time documentation at the time of a visit to know exactly what happened, symptoms, treatment, etc.  

A Word About Insurance 

You might be reading this and thinking, “my district has me covered.” It is entirely possible that your school district has you covered for malpractice insurance. If that’s the case, it’s always a good idea to know exactly what is covered and how you’re covered. Will they cover the cost of legal representation in case of a claim? If not, you may want to supplement your coverage.  

Strategies to Protect School Nurses and the District 

Now that we’ve discussed some of the reasons for why liability is important, let’s dive into a few strategies to protect yourself.  

Clear Policies and Procedures 

Different states have different laws regarding health services protocols, so you’ll want to ensure each of your district policies complies with the law. You may want to have version for health services staff, and a separate version for other staff so that everyone knows how to respond to any situation, whether it’s medication administration or an emergency response.  

Training for Staff 

Simply having policies available to everyone in the school community isn’t enough. It’s critical to ensure that everyone knows how to access those resources and is trained sufficiently so that they can respond appropriately for any scenario. Training is especially important when you have students who have conditions like epilepsy, severe allergies, diabetes, or others that can be life-threatening without immediate attention. 

This kind of training should be conducted and communicated regularly to ensure the information stays fresh for everyone.  

Documentation Standards 

Documentation is so important in case of any legal action taken against you. Documentation should be thorough, accurate, and timely. Of course, nurses know how important documentation is in treating students. The challenge is often staffing; when one school nurse is responsible for multiple campuses and hundreds of students in a single day, it is crucial that they have access to easy, accurate, and user-friendly ways to document.  

An electronic health records system can provide ways to speed up documentation without sacrificing accuracy. With templates, for instance, nurses can ensure that a student with diabetes has the consistent documentation every time they see the school nurse, even if there is a substitute nurse for a day.  

Practical Action Plan for K-12 Leaders 

If you’re wondering where to go from here, we’ve got you covered with a simple action plan. 

  1. Conduct a risk assessment of your current processes/practices 
  2. Create or update your liability prevention plans 
  3. Review or create your plan to communicate and train staff 
  4. Ensure your health services team is on board with any updates to existing policies 

School nurses are endlessly empathetic, and truly are heroes for the work they do each day. As anyone who works in a school district knows, caring for students sometimes isn’t enough to protect yourself from legal action. That’s why it’s critical to embed practices that prioritize the standard of care for students, along with all of the legally sound documentation that goes with that care.

Frontline’s electronic health records software can help you with documentation, reporting, and so much more.
Learn More

Elise Ozarowski

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

Looking Ahead: Trends and Policy Changes Impacting K-12 Medicaid in 2025

As K-12 districts strive to meet the growing health and wellness needs of their students, Medicaid funding remains a vital resource. Depending on your state, it supports essential services such as speech therapy, nursing, mental health programs, and other special education-related services. However, ongoing policy changes, regulatory updates, and emerging trends are reshaping how districts access and manage Medicaid funding. Let’s explore what school leaders need to know as they navigate the road ahead. 

1. Increased Focus on Mental Health Services 

Student mental health has become a national priority, with increased awareness of anxiety, depression, and trauma in K-12 populations. Policymakers are advocating for Medicaid reimbursement to expand mental health services in schools, including telehealth options, counseling, and social-emotional support programs. Districts should expect greater opportunities—and responsibilities—to integrate these services and ensure compliance with Medicaid billing requirements. 

What to watch: State and federal funding initiatives that prioritize school-based mental health and expanded eligibility for Medicaid reimbursement. 

2. Navigating Evolving State Regulations 

Medicaid in schools is administered at the state level, creating variances in policies and claiming processes. Several states are updating their Medicaid programs to streamline reimbursement for eligible services and reduce administrative burdens. These changes may include updated provider qualifications, expanded eligible services, and shifts in documentation requirements. 

What to watch: State-specific Medicaid changes that could impact how districts document, report, and claim reimbursements. Make sure your Medicaid vendor is on top of these changes.  

3. The Role of Technology in Simplifying Medicaid Management 

Districts are increasingly leveraging technology to streamline Medicaid claiming and reporting processes. Advanced platforms help ensure compliance, reduce manual paperwork, and maximize reimbursements. As Medicaid regulations evolve, technology solutions will play a critical role in helping districts adapt quickly while maintaining audit readiness. 

What to watch: Innovations in Medicaid management software that improve efficiency, transparency, and reporting capabilities. See how Frontline is helping districts like Putnam County Schools maximize reimbursement.

4. Impact of Policy Changes at the Federal Level 

Changes at the federal level, such as updates to the Free Care Rule and Section 1903 of the Social Security Act, continue to influence how districts claim Medicaid reimbursements. For example, policy shifts that allow Medicaid billing for services provided to all students (not just those with IEPs) create opportunities for districts to expand services while increasing funding. 

What to watch: Federal rulings and guidance that open doors for additional reimbursement opportunities, especially for general education students. 

5. Addressing Staffing Challenges for Service Providers 

Medicaid-funded programs rely on qualified staff to deliver reimbursable services. However, staffing shortages in nursing, speech-language pathology, occupational therapy, and mental health counseling present challenges for districts. Addressing this issue may require innovative partnerships, workforce development programs, and optimized workflows to ensure students receive the care they need. 

What to watch: There is growing interest in innovative ways to solve the service provider shortage. Programs and incentives aimed at increasing the pipeline of qualified providers in schools may help your district fill these vital roles.  

6. Greater Accountability and Compliance Requirements 

With the growth of Medicaid funding comes increased scrutiny and audits. Districts must ensure their Medicaid documentation, billing, and reporting processes are airtight. Staying informed about compliance requirements and adopting tools that simplify reporting can help mitigate risks and protect district funding. 

What to watch: Increased focus on compliance, including audits and reporting standards, as Medicaid funding expands. 

Moving Forward 

The role of Medicaid in K-12 education continues to evolve as districts face new challenges and opportunities. Staying informed about these trends and policy changes is key to ensuring that students receive the care they need and districts secure the funding they rely on. By investing in the right tools, processes, and partnerships, school leaders can effectively navigate the complexities of Medicaid management while supporting the health and success of every student. 

For districts looking to simplify Medicaid claiming, Frontline’s Medicaid Management solutions provide a streamlined, compliant approach that ensures every eligible dollar is captured and maximized.

Learn how Frontline can support your district’s Medicaid journey
Request a Demo

Dr. Taylor Plumbee

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

Beyond ESSER: Strategic Financial Communication for K-12 Leaders 

The expiration of ESSER funds marks a pivotal moment for K-12 education. After receiving $190 billion in federal pandemic stimulus, school districts now face the challenge of maintaining financial stability while keeping their communities informed and engaged. As these one-time funds disappear, district leaders must navigate fiscal realities and stakeholder expectations with strategic foresight and clear communication.

The Post-ESSER Financial Landscape 

During the pandemic, ESSER funding enabled districts to: 

  • Enhance technology infrastructure with device and mobile hotspots. 
  • Address learning loss and student mental health needs. 
  • Sustain essential programs by redirecting costs from General Funds. 
  • Bridge operational gaps during uncertain times.  

Hand-picked content for you:

ESSER-Funded Laptops: Strategies for Management and Sustainability 
While invaluable, this temporary funding often masked structural challenges. As it phases out, school business officials must prioritize two key goals: achieving financial sustainability and effectively communicating the road ahead to stakeholders. 

Read Now

Building Trust Through Financial Transparency 

Tell Your District’s Financial Story 

Financial communication is like teaching: it’s about turning complex data into relatable, actionable insights. Effective messaging should:   

  • Focus on what matters most to your audience.  
  • Connect numbers to their real-world impact on students and programs. 
  • Present a balanced narrative of challenges and opportunities.   
  • Build trust through consistency and clarity. 

Hand-picked content for you:

Budget Briefs: Teaching Your Financial Story 

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Create Meaningful Data Visualizations 

Modern tools make it easy to generate charts and graphs, like the one below.  

Visual storytelling can make data more accessible, but only when paired with thoughtful narration. The best financial visualizations: 

  • Highlight specific insights that drive decision-making. 
  • Provide context to guide interpretation. 
  • Avoid unnecessary complexity. 
  • Support your broader financial narrative. 

For example, pairing historical ESSER spending data with future projections can help stakeholders grasp the transition ahead, fostering informed discussions and proactive planning.

Did you know?

Frontline’s Budget Management and Financial Planning Analytics equipes K-12 leaders with tools to create financial forecasts, run “what if” scenarios, and develop engaging visuals—all with a point-and-click interface.

Proactive Financial Leadership

Monitor Key Performance Indicators

Stay ahead of financial challenges by tracking and sharing leading indicators:

  • Revenue vs. expenditure trends.
  • Cash balance sustainability metrics.
  • External factors influencing district finances.
  • Cost-benefit analysis for specific programs.

A forward-looking approach prevents surprises and ensures districts are prepared to navigate financial shifts proactively.

Case Study: Communicating Strategic ESSER Fund Management

Layering a clear narrative on top of a data visual allowed this district to articulate its funding dynamics to stakeholders. Their story provides valuable insights for others navigating this transition:

Short-Term Benefits of ESSER Funding:

  • The district strategically shifted certain program costs from their General Fund to ESSER funding, preserving essential student services.
  • This approach created a temporary revenue surplus during fiscal years 2022-2024.
  • Increased cash balances provided a buffer as ESSER funding began to phase out.

Long-Term Considerations Post ESSER:

  • While the larger cash reserves temporarily sustain programs post-ESSER, longer-range financial projections indicate upcoming challenges.
  • Revenue shortfalls are anticipated as external factors, including tax rates and overall financial conditions, undergo evaluation.
  • The district’s experience highlights the importance of planning beyond the ESSER period.

By presenting this financial trajectory transparently—including both immediate benefits and future challenges—the district:

  • Built trust through honest dialogue.
  • Fostered proactive planning discussions.
  • Demonstrated how temporary funding bridges can lead to sustainable solutions.

Their approach shows how combining careful financial management with clear communication aided by thoughtfully narrated data visuals can help districts navigate complex funding transitions while maintaining community support.

Moving Forward

The end of ESSER funding doesn’t have to mean crisis. By combining sound financial practices and prioritizing transparency, district leaders can:

  • Build understanding and support for necessary changes.
  • Maintain stakeholder confidence through the transition.
  • Develop sustainable strategies that serve their communities.
  • Transform financial challenges into opportunities for growth.

Success in the post-ESSER era requires more than balancing budgets—it demands clear, consistent, and strategic communication that helps your entire community understand and support your district’s financial future.

How Frontline Analytics Can Help 

At Frontline, we empower K-12 leaders with software tools that simplify financial forecasting and data visualization. Our point-and-click interface makes it easy to create custom visuals that clearly communicate your financial story, helping you build trust and confidence among stakeholders.  

Discover Frontline Analytics Today
Learn More

Ernie Strawser

Ernie Strawser is a Senior Analytics Advisor at Frontline Education, specializing in financial forecasting, data analytics, and strategic planning for school districts. With over three decades of experience, including roles as a school CFO and financial consultant, Ernie provides his district partners with valuable insights to drive effective decision-making and communication. He delivers tailored training, webinars, and software solutions to help educational leaders leverage data for improved outcomes.

Interested in partnering with Ernie? You can reach him here: estrawser@frontlineed.com

Staffing Successful School-based Mental Health Program

Schools are increasingly tasked with doing more to support students’ mental health in the same breath as being asked to do more with less. 

Depending on your school, you might be expanding your dedicated mental health staff, or working to puzzle out how to support increasing mental needs without additional headcount.  

Today we’ll address both approaches and discuss tips for each scenario.  

Doing More with Less 

Are you being asked to figure out how to proactively address student mental health needs, but don’t have the luxury of hiring additional staff? You’re not alone. 

According to the National Center for Education Statistics, “49% of public schools reported providing diagnostic mental health assessment services to evaluate students for mental health disorders, and 38% of public schools offered mental health treatment services for mental health disorders” (for the 2021-2022 school year).  

Keep those percentages in mind. Now consider that “as of April 2022, 69% of schools reported an increase in mental health concerns among their students”. 

At the top of the list for limitations on offering support? You guessed it: staffing. Nearly 40% of respondents cited inadequate access to licensed mental health professionals as a major limiting factor. 

Hand-picked content for you:

How are Schools Addressing Students’ Mental Health Needs

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When you’re trying to do more with less, there are a couple things to keep in mind. You need to make sure you’re getting the most out of your resources: your time, your people, and your tools.  

Your time is possibly your most valuable asset. There are likely parts of your job that you will always need (or want) to be hands on for. Maybe that’s time with staff or students, or answering emails. And the same goes for your team. If your providers are spending time taking notes during sessions and then spending additional time to re-write those notes into a spreadsheet or SIS, that’s time that’s wasted. 

There’s a reason why teacher and staff shortages are hot topics: people matter. And having the right people in the right position can make a measurable difference for student learning. Retaining top talent is always important, but when you’re trying to do more with less, retention becomes paramount.  

Working in school healthcare can feel incredibly isolating, so the onboarding process is your chance to set the tone. You may not be able to change the fact that they won’t have a large team to work with, but perhaps you can help foster connections between people who can empathize with their day-to-day. Urging them to connect with their state associations can help them connect with other professionals in the same role.  

Even your tools might offer opportunities for connection. Frontline has communities for users of School Health Management as well as webinars for clients led by the product team, and these are opportunities designed to help clients connect.  

Finally, the tools themselves. Trying to do more with less can make trying new things feel impossible. Like Medicaid, for instance. If you’re in a Free Care state, you may have heard about the opportunity to collect reimbursement for mental health services, but thought that there is no way in your current structure you’ll be able to do so.  

If you’re using a dedicated electronic health records system for documentation, it’s entirely possible that you wouldn’t need to do much “extra” to get that revenue. And once you’re able to report on the revenue you’re contributing to the district, you’re laying the groundwork for a more constructive resourcing conversation. 

An additional point about tools: if you’re not sure whether you’re getting the most out of your tools, you may need to talk to your vendor.  

What a Successful School-based Mental Health Program Looks Like

Hopefully you’re in the fortunate position to expand your program with additional personnel dedicated to mental health support. Still, you likely know that there’s no easy path to expanding your program. Recruiting and hiring is crucial. But we’re going to talk about a few things to keep in mind when you’re scaling your program.  

If you’ve been a really small team or even a team of one, that has plenty of its own challenges, but there is a silver lining that might reveal itself as your team grows. With a tiny team, you likely know every detail about your documentation. As you add more people, suddenly the documentation practices you’ve used for years aren’t the only practices in use.  

Standardizing documentation becomes more important as your team grows simply because you have more people approaching a process differently.  

With more people working, you might have multiple people supporting the same students depending on availability or scheduling. If this is the case, that documentation piece becomes even more important. It’s crucial to rely on fact-based observations so that everyone is speaking the same language.  

A Few Suggested Steps 

  1. Assess Your Current Needs: You know your program best, so this idea might be a no-brainer. What are your current needs? What are your students struggling with most? Are there certain populations that require targeted support? Those populations might be students of color, economically disadvantaged students, or students with disabilities. All of these factors may factor in to the candidates you search for to fill your positions. 
  1. Roles, Responsibilities, and Community Partnerships: As you know better than most, mental health is not a straightforward challenge, and there isn’t a straightforward solve for students’ struggles. With so many specialists in the mental health realm, your program can quickly become quite complicated. That’s one reason that having a role-based system for documentation can be really helpful. Once you’ve sorted out what your district needs most, you may want to investigate options for community partnerships to fill any other gaps. 
  1. Holistic Onboarding: Now that you have the opportunity to hire more people, the last thing you want is to go through the process again after finding the perfect candidate. Most onboarding programs are a couple weeks at most. But with health-related staff, these are professionals who will likely be working independently most of the time. So ensuring they feel comfortable before being set “free” is paramount. 
  1. Measure Success and Evolve: As your program grows, data collection and analysis grows in importance. Of course we’re biased, but an electronic health records system can be transformational as your program grows. It simplifies the data aspect, and makes contemporaneous charting easier. And if you want to explore Medicaid billing for mental health services, it makes that easier, too.  

Final Thoughts 

Expanding a mental health program is both a challenge and an opportunity. With thoughtful planning, strategic partnerships, and a commitment to your team’s well-being, you can create a program that not only meets the immediate needs of your students but also fosters a culture of wellness and support for years to come. 

Elise Ozarowski

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

The 2025 HR Effectiveness Audit: 12 Questions to Drive Impact

Every district has one common goal: to support students by empowering great educators. But behind the scenes, there’s a lot that goes into making that happen—recruiting the right teachers, simplifying onboarding, and creating a culture that makes people want to stay. 

This HR Efficiency Audit is here to help you tackle the processes that power your district. It’s not about overhauling everything but making small adjustments that lead to big improvements. From leveraging digital tools to celebrating your staff’s contributions, this resource is here to help you kick of 2025 with confidence and a clear plan for success.   

Ready to Make 2025 Your Most Efficient Year Yet? Start with These 12 Questions 

1. Is Your Recruitment Strategy Year-Round? 

Teacher shortages don’t pause after the hiring season. Does your district have a year-round recruitment calendar or outreach plan to consistently attract top talent? 

  • Yes: Excellent! You might explore targeted digital campaigns to reach passive candidates. 
  • No: Consider building a year-round recruitment strategy to reduce staffing gaps and stay ahead of hiring challenges. Small steps, like creating a seasonal hiring calendar, can make a big impact. 
Need a Jumpstart? Check out our “Month-by-Month Guide to K-12 Staffing Excellence
Get the Guide

2. Does Your Credential Tracking Process Support Compliance? 

Credential renewals can be time-consuming, especially when managed manually. Does your system provide clear visibility and automated reminders? 

  • Yes: Great work! Regularly review your system to ensure all staff credentials are tracked effectively. 
  • No: Exploring automation for credential tracking can save time, reduce compliance risks, and ease administrative burdens. 

3. Is Your Onboarding Process Ready for Growth? 

Does your onboarding process reduce paperwork, ensure compliance, and prepare new hires for success quickly? 

  • Yes: Fantastic! Gathering feedback from recent hires can help refine the experience. 
  • No: Digitizing even part of your onboarding process—like automating forms or compliance tracking—can ease workloads and create a great first impression for new staff.

“Frontline Central cut our onboarding time from one hour to 15 minutes.”

Helen Romios, Director of Human Resources, Elmhurst School District 205

4. Are You Tracking Recruitment and Retention Metrics? 

Do you have insight into key data like time-to-hire, retention rates, and vacancy trends? 

  • Yes: Keep it up! Use your data to fine-tune strategies and focus on areas with the greatest impact. 
  • No: Tracking these metrics doesn’t have to be overwhelming—start with one or two focus areas and build from there. 

5. Is Time and Attendance Tracking Automated? 

Does your system minimize errors and reduce the administrative time spent managing time sheets and payroll? 

  • Yes: Awesome! Take a moment to ensure your tools integrate seamlessly with payroll processes. 
  • No: Automating time tracking can free up valuable time for HR teams while improving accuracy. 

“We did away with paper timesheets, so that’s been a huge time saver. I just can’t imagine how long it would take me now if we were still with paper timesheets with 600 employees to process.”

Melissa Potter, Payroll Specialist, Clear Creek Amana 

6. Does Your Substitute Management Process Support Classroom Continuity? 

Can your district quickly and effectively fill teacher absences? 

  • Yes: Great work! To prepare for peak seasons, consider focusing on building a stronger substitute pool and regularly analyze substitute fill rates to assess its capacity and effectiveness 
  • No: Tools like substitute management systems can help you quickly find qualified substitutes and ensure student learning remains uninterrupted. 

7. Are Professional Growth Opportunities Accessible and Flexible? 

Do your professional development (PD) programs offer in-person and online options to meet teachers where they are? 

  • Yes: Well done! Blended learning models can expand access and improve engagement. 
  • No: Providing flexible PD opportunities can strengthen teacher retention and promote growth. 

Hand-picked content for you:

Effective Professional Learning Strategies (That Actually Work)

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8. Is Your HR Technology Integrated? 

Do your HR tools and systems work together to reduce repetitive tasks and create a seamless experience for your team? 

  • Yes: Fantastic! Regularly review your tech stack to ensure it meets evolving needs. 
  • No: Start small—integrating one or two systems can make a noticeable difference in efficiency. 

9. Does Your District Celebrate Staff Contributions? 

Do you have a consistent way to recognize and celebrate your staff? 

  • Yes: Excellent! Personalizing recognition efforts can make them even more impactful. 
  • No: Simple actions, like thank-you notes or public shoutouts, can build morale and improve retention. 

10. Do You Have Regular Feedback Loops with Staff? 

Is there a process for staff to share feedback about workplace culture, HR processes, and professional development? 

  • Yes: Wonderful! Using this feedback to drive meaningful changes strengthens trust and engagement. 
  • No: Even informal feedback opportunities, like surveys or listening sessions, can provide valuable insights. 

“Retention is our number one goal, so we do a lot of surveys to get feedback. We truly do take that information and tweak our programs and what’s being offered.“

Bridget Reed, District Peer Mentor Lead, Brevard County

11. Is Your HR Team Prepared for Mid-Year Hires? 

Does your team have a plan in place for unexpected hiring needs? 

  • Yes: Awesome! Communicating your process clearly to hiring managers helps ensure everyone is on the same page. 
  • No: Having a ready-to-go mid-year hiring plan can reduce delays and keep things running smoothly. 
Need a Jumpstart? Check out our Year-Round Recruitment Guide for Building a Robust Teacher Pipeline
Read Now

12. Are You Ready for the Next Recruitment Push? 

Does your district have a strategy for the upcoming hiring season? 

  • Yes: Excellent! Consider exploring additional recruitment channels to expand your reach. 
  • No: Start planning now to ensure your district is positioned to attract top talent. 

Download Your Checklist 

We’ve turned these 12 questions into a downloadable HR Effectiveness Checklist to make this process even easier. Use it to evaluate your district’s processes, celebrate what’s working, and prioritize changes for 2025. 

Download Now

Why Efficiency Matters for K-12 HR Leaders 

From digitizing onboarding to building year-round recruitment strategies, improving efficiency in K-12 HR processes is about finding solutions that fit your district’s unique needs. Small changes can reduce administrative burdens, improve staff satisfaction, and create better outcomes for students. 

Take the Next Step 

Explore our Human Capital Management software to see how we can support your district’s goals in 2025 and beyond.
Explore Frontline’s HCM

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.

Beyond Spreadsheets: Empowering School Boards Through Strategic Data Comparisons 

School boards shape the future of education in your district—from policy setting to budgeting and superintendent selection. But to make decisions that truly benefit students, teachers, and the community, they need data that’s clear, strategic, and actionable. Unfortunately, the information they require, from student performance metrics to funding and staffing, often feels like it’s buried in a maze of disconnected sources. This is where your role as a K-12 leader becomes indispensable. 

By providing school boards with concise, meaningful data, you’re helping them see the full picture—enabling them to make informed choices that move your district forward. With the right insights, school boards can make strategic, well-informed decisions. To help you simplify this process, here are four essential types of data comparisons that bring clarity to complex questions in areas like enrollment, staffing, spending, and student performance. 

Using Peer Comparisons to Justify Pay Increases:

See why Kennith Miller, Director of Human Resources at Oswego Community School District 308, says that peer district comparisons are essential to recommending salary increases.  

Learn More

Four Essential Data Comparisons for Effective Decision-Making 

Enrollment numbers impact nearly every aspect of district planning, from staffing and facilities to budgeting. But numbers alone don’t tell the whole story. What trends underlie these numbers, and what do they say about your district’s future? By analyzing changes in enrollment over time and comparing them to state benchmarks, you can help your board answer questions like:  

  • Are our district’s challenges unique, or part of broader trends? 
  • How do these trends affect resource allocation, facility planning, or staffing? 

Key Data to Watch: 

  • Year-over-year enrollment shifts compared to peer districts  
  • Changes in student demographics, like special education needs or English learners, that have budget implications 

Example: Compare your district’s enrollment trend to regional peer districts to contextualize the need for additional staff, facilities, or programs. The chart below shows the percentage change in student enrollment across thirteen districts from 2023 to 2024. 

2. Staffing Ratios in Context 

With staffing as one of your largest investments, your board needs to understand how your district’s ratios compare to similar districts. Staffing directly affects student outcomes, teacher satisfaction, and overall district efficiency, making it crucial for decision-making.  

Key Data to Watch: 

  • Teacher-to-student ratios compared to peer districts to assess instructional adequacy  
  • Support staff levels, including counselors, paraprofessionals, and custodial staff, to determine if students and teachers have the support and resources they need. 
  • Specialized staff ratios, such as special education or English learner educators, to ensure these populations receive the support they need. 

Example: Show the board how your teacher-to-student ratio stacks up against peer districts, helping them decide whether to adjust hiring to meet student needs more effectively. The chart below compares the average number of students per full time educator (FTE) across thirteen districts in 2024. 

3. Spending and Revenue Patterns 

Is your district using its resources as effectively as possible? Comparing operational spending across peer districts can offer valuable insights. By breaking down costs into instructional and administrative categories, you provide clarity on resource allocation and help the board see where strategic adjustments might lead to better outcomes.   

Key Data to Watch: 

  • Instructional versus noninstructional spending to understand how resources are being prioritized. 
  • Administrative costs in comparison to instructional spending to determine alignment with district goals and student needs. 

Example: Present a chart contrasting instructional spending per student across comparable districts, allowing the board to gauge whether your spending aligns with district goals. The chart below compares the actual dollar spent per student across four districts. 

4. Student Performance and Spending Impact 

Understanding student performance, and its relation to spending, is crucial for evaluating educational outcomes. Proficiency rates and subject-specific scores offer a window into how well your district’s resources support its academic goals. By comparing your district’s performance with peer districts, you’re giving the board essential context for assessing whether investments are driving results.    

Key Data to Watch: 

  • Proficiency rates by grade and test area to identify strengths and areas needing improvement. 
  • Correlations between spending and performance to determine if higher investments lead to better outcomes.  

Example: Use a performance chart showing proficiency in math and reading against similar districts to identify strengths and areas needing improvement. The chart below compares the percentage of students scoring in each performance band (Below Basic, Basic, Proficient, and Advanced) on the Math subtest of the Pennsylvania System of School Assessment (PSSA) scores across thirteen districts. 

With these data comparisons, you can support school board members in making decisions that have a lasting impact on your district. By transforming complex data into strategic insights, you’re helping them focus on what truly matters—improving student outcomes and strengthening the school community.  

Discover the Power of Comparative Analytics – Empowering K-12 Leaders with the Context they Need to Make the Best Decisions  

Frontline Comparative Analytics helps K-12 leaders make sense of data with ease. Drawing from State Departments of Education, this tool offers pre-built and customizable analytics to compare your district’s performance on key metrics—like enrollment, financials, staffing, and student outcomes—against peer districts and groups. 

With rich visuals and ready-to-use insights, Comparative Analytics takes the heavy lifting out of data analysis. Spend less time crunching numbers and more time driving transparency, improving communication, and making informed decisions that move your district forward. 

Discover Frontline Analytics today
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Eric Eggan

Eric Eggan, M.Ed. is a Client Services & Enablement Lead at Frontline Education. He has a proven track record of guiding leadership teams in driving operational improvements through data-driven decisions. An expert in comparative analytics, he helps districts identify peer groups and create customized benchmarks across enrollment, staffing, finance, and student performance. By providing valuable context for critical decisions, Eric enables district leaders to make strategic, evidence-based choices that boost efficiency and support community and district goals  

Want to work with Eric?  You can reach him here: eeggan@frontlineed.com