Administrative

Here you'll find information on the administrative side of running a private school. We'll cover strategic plan development, state regulations, human resources and school safety. Learn more about the obstacles of taking over a struggling school, get tips on hiring a headmaster, and receive expert advice on dealing with bad press.
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Updated May 25, 2016 |
Hiring A Headmaster
Hiring a headmaster is one of a board of trustees' most important jobs. Here's how one search firm handles the hiring process.
Douglas Halladay heads The Halladay Group, a consulting firm which specializes in all aspects of private school operations. We asked him how to advise a board of trustees on a headmaster search. Here are his answers.
 
We aggressively seek candidates for you who combine strong administrative skills and outstanding management abilities with dynamic leadership experience. Included below is the model that we utilize.

Step 1: Initial Meeting

During our first meeting with the client, we review your organization regarding the position to be filled. We also seek to understand the organization's environment, which includes learning about the culture, norms, philosophy, history, work atmosphere, and personalities of the people and community this person will work for and with, as well as coming to know what causes individual success or failure at this organization and thoroughly understanding the vision of the organization. If confidentiality allows, we spend time with the supervisor and peers of the position in order to determine the management's style and personality. Since our goal is to find someone in whom the community will have confidence, both in ability and in style, this part of the process is crucial.
 

Step 2: Position Profile

HEG next prepares a Position Profile that describes the client organization, details the nature of the position, the key issues facing the new leader, and the qualities and experience possessed by the ideal candidate. This document, once approved by the client, serves as the primary instrument to communicate the opportunity during
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Updated June 25, 2014 |
Are Employees Stealing From You?
Part of a trustee's job is to ensure that sound business practices are in place. Employee fraud occurs all the time. Here's how to prevent it.
You have spent a year as trustee of St. Etheldreda's. You have attended all the meetings. Recently you were appointed to the finance committee. The nagging question keeps chewing at you. "How do we know that our employees aren't stealing from us?" After all, hardly a day goes by without yet another report of some trusted employee stealing from one organization or another.
 
You simply have to ask these tough questions of your business manager and your auditor.

1.   Does one person have control over all of your accounting functions?
2.   Are two signatures required on checks over a pre-determined amount - say, $500?
3.   Are checks ever pre-signed?
4.   Are your bank accounts consolidated so that your book keeping accurately reflects the school's true financial position?
5.   Is there petty cash lying around?
6.   Are different people assigned to the deposit and account reconciliation functions?
7.   Do you have a purchase order system?
8.   Does your committe review expenses and supporting vouchers carefully and frequently?
9.   Does an outside auditor review your books annually?
10. Do you run background checks and speak to references before you hire?
 
Insist that your school be run like a business
Some schools find it difficult to implement standard business practices. Even when they do, they can find it even more difficult to stick to those practices. Be careful of the trusted old employee who's been there forever and resists your updated business procedures. Reassigning him or her to some other function and bringing
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Updated June 25, 2014 |
Safe Schools
A safe school does not happen. A safe school is the result of a concerted effort on the part of your school community to have a safe school.
Safe schools are everybody's concern these days. Years ago you worried about keeping the dormitory doors locked at night and making sure the trip to New York City was properly chaperoned. It was so simple.

Now parents, teachers and students have to deal with cyber-security, stalkers, substance abuse, suicide and a host of other really tough issues. How does a school community cope with safety? Let's take a look.

Improve your communications
In a very small school (100 students or less) you might be able to get away with the old-fashioned telephone tree where one person calls five others and so on. The problem with this method of alerting the community is that there are always a few people who don't get called. Install a web-based notification system and most of your worries will be over. Web-based notification systems use text messages, email and web sites to communicate news instantly to every member of your community. Whether the news is a weather-related closing or an accident involving one of your teams, it is received instantly. You can alert your community to whatever the bad news is before it hits the media.

Improve your training
Pretending issues don't exist is simply stupid and irresponsible. It also exposes your school to amazing amounts of legal liability. Every school operates in loco parentis. Don't take that responsibility lightly.

Hold seminars for every member of your community on the big issues such as sexual harrassment, hazing and bullying.
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Updated June 10, 2016 |
School Strategic Planning - How To Ensure Success
Strategic planning is a disciplined effort to produce fundamental decisions and actions that shape and guide what an organization is, what it does, and why it does it, with a focus on the future.
Great Organizations have Great Plans
  
In simplest terms, an organization undertakes strategic planning to reaffirm or modify its mission – why it exists, what its purpose is, what it now does – and to agree on its vision – what it wants to be and do in the coming years. The purpose is not to decide what should be done in the future but to decide what should be done now to make desired things happen in an uncertain future.
 
In short, strategic planning is a disciplined effort to produce fundamental decisions and actions that shape and guide what an organization is, what it does, and why it does it, with a focus on the future.
 
The real value of strategic planning in a school is more than simply the outcome of having a blueprint that guides future leadership decisions. It is a powerful and effective way to build consensus and motivate resource support, and is particularly useful in defining priorities for the Board, the Head of School, and administrative team who are charged with the implementation of the plan.
Pitfalls of Strategic Planning
  
How many times has your organization embarked on a strategic planning process, only to build a plan that ends up on the shelf? If your organization is like many others, it's because they have failed to avoid the major pitfalls of strategic planning. The main pitfall of planning is falling into the delusion that planning can determine outcome. Planning cannot guarantee the outcome you want.
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Updated May 25, 2016 |
State Regulation of Private Schools provides a brief description, by state, of the legal requirements that apply to private schools.
State Regulation of Private Schools provides a brief description, by state, of the legal requirements that apply to private schools. In addition, each state entry includes statistics on private schools by type in the state. This manual is intended to serve as a reference for public and private school officials, state policy makers, and researchers. This manual is an update of a 1993 publication by the (then) Office of Private Education, The Regulation of Private Schools in America: A State-by-State Analysis.

To ensure the accuracy of the analysis, contact persons in each state were designated by the Chief State School Officer. Each state summary was submitted to the appropriate state department of education for their consideration and approval. The individuals in each state who reviewed and amended these summaries were key to the timely and accurate updating of this information and their participation, cooperation, and expertise are most appreciated. For the first time, legal requirements regarding home schooling are included in each state. s summary. Additionally, state data on private schools from the U.S. Department of Education, National Center for Education Statistics, are included for each state.
This document is intended to provide helpful guidance. It creates no new rights or responsibilities. Additionally, nothing in this study reflects the position of the U.S. Department of Education as to the meaning or effect of any state legal requirement. Readers are encouraged to consult state constitutions and the full text of relevant case law, statutes, and regulations.
 
Under
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