Running a Private School

Private schools finance their operating expenses with tuition and fees. In other words, a school's income from tuition and fees offsets salaries, utilities, and all the other line items in a school's operating budget. Assuming that the admissions staff fill all the places and that the finance people have calculated projected income and expenses correctly, the school hopefully will break even at the end of the fiscal year. But remember that running any enterprise like a school also includes anticipating unexpected expenses. It's much the same situation that you and I find ourselves in when we suddenly have to pay for an unbudgeted expense. When that happens, you and I dip into our savings or charge the expense to our credit cards. That's fine for you and me; however, a private school doesn't operate that way. Instead, the treasurer maintains a rainy day fund or funds held in reserve. That's where endowing a teaching position comes in.

Giving during your lifetime

Discuss your idea with the school. Begin by speaking with the head of school, even if he or she is someone you do not know very well. The head of school can and will champion your proposal. He will also facilitate meetings with your financial people and his business manager to draw up a memorandum of understanding for your gift.

Discuss your proposal with your financial and legal advisors. You have been successful throughout your career because you listen to advice from professionals. Do the same thing

Marketing the small private school is a challenge in the best of times. In the post-pandemic world we all live in, that challenge often seems impossible. It is not when you handle it head-on. You can't ignore it or make excuses. Denial or procrastination will not solve the problem. Identifying your school's brand will help point you in the right direction. So, here are a couple of things you can do to improve the marketing of your school. While I am writing this article for the head or owner of a school, many points fit a parent's viewpoint.

What follows are primary questions you need to ask yourself and your marketing committee if you have one. The answers will help drive your marketing program.

Who are your prospective families?

What are the demographics of your community? The U.S. Census Bureau has most of the data you need to answer that question. Using Google Maps, draw a ten-mile radius circle with your school at the center. Note which towns, cities, villages fall within that circle. Red flags would include communities with many retired people and homes with few or no children under 12. Investigate current property values with Zillow. The higher the property values and rents are, the more likely it will be that families can afford to send their kids to your school or any private school, for that matter. Understanding the demographics of your community is very important. Suppose there are

You run a small private school. You're facing many challenges filling seats. You're concerned about how next year's intake will look. With all the unexpected expenses facing you during the pandemic, you can't afford to hire a marketing firm to promote your school. So, what to do? The answer to that question lies in your school's unique trove of photos, news, testimonials, awards, and other memorabilia. I'm presuming that you have all those materials saved somewhere on your school's computers. If they are spread about over several computers, save them all in one system that is backed up securely. Better yet, save them in the cloud. These materials are unique and priceless. Saving them securely in the cloud is an expense that you should consider as cheap insurance. (I'm not sure how your accountant will allocate that expense, but we'll let her decide.)

Where am I going with this? Well, take a moment to look at commercial websites or commercial Instagram accounts. The photos and the artwork grab your attention, don't they? They draw you into their story. They help deliver the message. That's all I'm suggesting that you do with your collection of digital photos. They're unique. They'll tell your story to a stranger who knows nothing about your school and how excellent its reputation and academics are. They're one of the first steps in generating contact by email or phone with your school. You know how to convince parents to send their children to your school.

It's late spring, early summer. If you are the head or owner of a private K-12 school, you are coping with the aftermath of the COVID-19 pandemic of 2020. It never seems to end, does it?

Your academic year 2019-2020 was going so well until everything stopped in March. You sent students home. You sent teachers home. In a matter of hours, your in-person classroom instruction became online instruction. Your old way of doing things was predictable and full of cherished traditions that made your school what it was. Your brand had dozens of metrics that proved to potential families that your school was worth the fees you charged. Your mission to educate the whole child that depended on personal interaction and watchful supervision was rarely questioned. Your brand and your mission have not changed. But the way you deliver them has most definitely changed.

So, how does a school like yours survive the aftermath of this terrible pandemic? By living in the moment with a cautious, clear vision of the future.

In this video, a doctor explains what COVID-19 is.

Step 1. Convene a planning committee to plan for the academic year

Keep your committee small but representative. Your administrative staff, faculty, board members, and parents are experienced, devoted people who care about the school. Their job is to develop a road map for the immediate future. Management of the day-to-day running of the

This article has been updated to reflect 2026 data and recent developments.

A small private school typically has a small staff that handles financial, marketing, and other essential administrative tasks. In larger schools, departments with several staff members handle these tasks. In a small private school, the administrative team wears many hats and handles all the administrative tasks. This article aggregates all the articles I have written about running a small private school. Use it as a handbook and a reminder of things you should look at from time to time.

Back Office

5 Changes In The Tax Act Of 2017 To Review

We identify changes in the Tax Cuts and Jobs Act of 2017, which impact not-for-profit private schools. Work with your tax professional and accountant to ensure that you comply with the Act's requirements. As of 2026, schools should also review subsequent federal tax legislation and current Internal Revenue Service guidance for charities and nonprofits, as provisions of the original legislation have been amended or extended.

This video discusses the impact of the Tax Act of 2017 on non-profit organizations.

Running Your School: Managing Enrollment

Not filling all the seats is a challenge for many schools. Jason How offers some answers to common enrollment questions. Be aware of population and demographic trends in your market area. Offer the curricula and high standard of teaching that parents demand.