School Office Assessment Results Johnny Giles Chief of Staff June 17, 2014

Over the Period from March 2014 to April 2014 Huntsville City Schools Conducted a 100 Percent Review of School Office Operations We drew Assessment Teams from Central Office Staff and Lean Frog to review five key areas of school office operations: Communications & Service with the Public Safety, Security & Student Welfare Data & Student Records Management School Finance and Asset Management Physical Environment Assessment teams reviewed and assembled their findings into school reports in May Discuss how job goal from the job description is tied to every performance evaluation as a function of job execution

Communications and Service Objective: Measure how effectively the school office staff communicates with parents, teachers, students and other staff through the utilization of the school website, telephone communications, person to person, and distribution of forms and flyers Top scoring schools: Chapman P-8, Challenger MS, Grissom HS, Hampton Cove MS, Huntsville HS, Rolling Hills ES Commendations: Best practices found included School Handbooks, Student Planners and weekly “Take-home folders” Most schools performed well on their in-person communication observations Opportunities for improvement: Some schools are not using tools to communicate as well as others Information on school websites is not up-to-date

Safety, Security and Student Welfare Objective: Measure how effectively the school office staff contributes to the maintenance of a safe and secure environment for students and teachers and to the students’ welfare by properly screening visitors and working with security, adhering to safety policies and procedures, and utilizing safe practices to ensure student welfare Top scoring schools: Challenger ES, Challenger MS, Chapman P-8, Dawson ES, Farley ES, Hampton Cove ES, Martin Luther King ES, Morris ES, Providence ES Commendations: Most schools had solid check-in/check-out procedures that were attentive to student welfare and protected the student Opportunities: Safety postings- evacuation routes and emergency response postings not consistently in place or in a consistent manner Training needed on how monitoring cameras can best be used to screen visitors Layouts of several school entrances do not provide effective security and flow

Data and Records Management Objective: Measure how effectively the school office staff updates and manages the computerized student record database and retains hard copies of student records in compliance with state requirements through accurate data entries, updated and correct cumulative files, proper upkeep of blue cards, and consistent maintenance of the integrity of student records Top Scoring Schools: Chapman P-8, Farley ES, Hampton Cove ES, Grissom HS, Goldsmith-Schiffman ES, Challenger ES Commendations: Many schools had excellently kept records and shared best practices across schools Opportunities: Some schools did not have standard practices or good records management procedures

Finance and Asset Management Objective: Measure how thoroughly the school office staff adheres to and follows HCS policies and procedures regarding finances and assets by producing and managing budgets, performing month-end closing tasks, properly accounting for school funds, properly managing payroll, and following asset management processes. Top Scoring Schools: AAA, Challenger ES, Challenger MS, Ed White MS, Farley ES, Hampton Cove ES, Highlands ES, Lakewood ES, Monte Sano ES, Mountain Gap P-8, Providence ES, Ridgecrest ES, Weatherly ES Opportunities: Payroll processing is very cumbersome, but is being addressed with new Kronos system Procedures used for bookkeeping can be improved for more efficient and balanced processing Actions: Develop process improvement teams made up of school personnel and Central office stakeholders to identify, standardize and train to best practices

Physical Environment Objective: Measure the cleanliness and organization of the school office environment by reducing clutter, clearly identifying the office location through proper signage, accommodating visitors, providing private areas when discretion is needed, and providing check-in/out and visitor check in forms in an easily accessible area. Top Scoring Schools: The vast majority of schools scored very well in this area Opportunities: Layout of some school offices needs to be addressed by Operations as resources allow Reducing clutter will create a welcoming environment

This first ever school office assessment provided key insights regarding quality of service and standards of performance Standardized expectations have not been previously set or communicated widely Assessment provided us with visibility on what biggest issues are and where to focus future efforts Many locations have underutilized or overextended personnel

The Assessment Highlighted Key Actionable Opportunities for Improvement Best practices need to be shared across the district Need for new evaluation system (already presented) and updated job descriptions to clarify expectations and accountability Process improvement teams needed for student enrollment/withdrawal, cumulative file maintenance, attendance monitoring and bookkeeping and finance responsibilities Need for probationary review process for classified personnel Substitute shortages and training to be addressed Cumbersome payroll processes Kronos will address most of these issues Layout of some school entrances for safety and security to be addressed by Operations as resources allow Some logistics issues to be addressed (e.g., mail flow, paperless procedures, etc.)

Next Steps are Already Underway to Improve Office Operations Across the District Address overtime/comp time (already done) Process improvement teams will be developed and begin work ASAP Beginning with Enrollments and Disenrollments; Bookkeeping; Records Management Job descriptions (Admin Assistant, Bookkeeper, Clerical Assistant, Registrar, etc.) will be updated and distributed by August 1 Training for new procedures will be documented and trained periodically throughout 2014/15 school year Monthly training will be coordinated from the Chief of Staff Office and provided for different school office staff New probationary evaluation will be developed for use in May 2015