Objectives for Intro. to Operations
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Transcript of Objectives for Intro. to Operations
Objectives for Intro. to Operations
OCS communicates, Principals understand and dialogue covers the following:
Hour 1 Strategic imperative behind the Cardinal/School Board’s
Strategic Plan (pertaining to Schools’ Operational Vitality) Structure and staff of OCS’s Regional Team Key areas of strategic support for the School & Principal
Hour 2 Overview of Key Operational & Policy Topics:
Admin. Handbook, Issue Management, RD involvement, Performance Reviews
Working Session: Case study exercise Key artifacts underlying school’s strategic plan/performance
Context: Cardinal’s & School Board’s Strategic Plan
Directives to OCS ripped from the headlines…. “OCS needs to…take very proactive steps to assist the 90
schools in taking actions they need to achieve financial stability”
“The hands-on management that OCS must provide to successfully turnaround the FAST schools and implement other recommendations of this Strategic Plan can only occur if OCS is reorganized and strengthened”
“FAST schools need the directed attention of a senior manager (from OCS)…they will require much more local hands-on support and guidance.”
“the OCS field leaders with responsibility for FAST schools…must have the authority to require that the schools follow FAST protocols (best pratices)”
“Regional Directors…who have both education and business skills”
http://ocs.archchicago.org/StrategicPlanning/StrategicPlanforCatholicSchools.aspx
Strategic focus and use of resources OCS has limited staff
Currently, one Regional Director, one Marketing Field Consultant and one Finance Field Consultant each covering ~65 schools
One RD for High Schools
We have one Board Development, one Advancement and one Planning Consultant each to cover the entire Archdiocese
Generally and on-demand, OCS can/will provide Operational/Policy support for all schools
But OCS provides deeper, Strategic support for and oversight of schools who need it – typically “FAST” schools (Financial Advancement through Strategic Teamwork) Annual school aid from the AoC over $300K Enrollment under 225 Annual per/student aid from the AoC over $1,000
Org. structure of the OCS Regional Team
Regional Directors
Academics/Leadership
Experts
Regional Planning
Board Development Advancement
Assoc. Supt. Operations
Assoc. Supt. Academics
Superintendent
Finance Field Experts
Marketing Field Experts
Regional Director’s Strategic Role
….is the Leader responsible for creating strategies and performance goals that schools must adopt (and OCS must support) to regain or sustain excellent outcomes. The Regional Director will work with the Principals in managing and measuring those plans to successful conclusion.
…provides transformational leadership and the strategic vision needed to ensure Principals and/or schools in need find and follow a plan to sustainability.
…provides mentoring support and management coaching to Principals in order to enable Principals to successfully execute the school’s strategy and to build capacity within the school community.
…builds and manages effective relationships with multiple school stakeholder and AoC policy groups, including School Principals, Pastors & Vicariate Bishops, Parish & School boards.
OCS’s Regional Team Regional Directors
Fr. Peter Wojcik / Merry Quinn – Vicariates I & II Matthew Banach – Vicariates III & IV John Segvich – Vicariates V & VI Debbie Sullivan – various schools across Vicariates Jo Marie Yonkus – Arch. high schools
Finance Team – John Pantle, Finance Director Finance Consultants/Field Experts
Bob McQuade Jim Earner Mike Tortorello
Sarah McNulty, Caritas Scholarship Program
Marketing Team – Maria Ippolito, Marketing Director Marketing Consultants/Field Experts
Advancement/Development – Lynn Fredrick Board Development – Sr. Judy Murphy Regional Planning – Carol Palmer
Your Regional Directors
Matthew Banach John Segvich Merry Quinn Debbie Sullivan Fr. Peter Wojcik
Your Finance Team
Bob McQuade Sarah McNulty Jim Earner
John Pantle
Mike Tortorello
Your Marketing Team
KK Cleland Juana Sanchez Graber Yasmin Quiroz
Maria Ippolito
More of your Regional Team
Lynn Fredrick Carol Palmer Sr. Judy Murphy Advancement Regional Planning Board Development
Strategic support for the School – starts at the Parish
Pastor
• Initial creation of annual budget
• Monthly budget to actual reports (income statemt.)
• Monthly Cash flow actual & forecast ; balance sheet
• Creation & mgmt. of Tuition Tracker
• Managing and reporting uncollected Tuition
• Generation & management of Financial Aid programPrincipal needs to demand that their Bus.
Manager provides school with these standard services/supports
Principal
Business Manager
Strategic support for the School – is readily available from your
colleagues
Fellow Principals (Council meetings; OCS
references)
Pastor
Principal
Business Manager
Other staff
At minimum, Principals can manage how/when they share or solicit best practices
through the APA and Council meetings
Strategic support for the School – can be enhanced with OCS support
Regional Director
Academics/Leadership
Regional Support Team
Enrollment/ Marketing
Finance/ Operations
Board Development
Advancement/ Development
Regional Planning
Pastor
Principal
Business Manager
General training/PD sessions are available as well as one-on-one coordination & delivery of
support
Annual Schedule of OCS Financial Review/Support
FillJuly Aug. Sept. Oct. Nov. Dec. Jan. Feb. Mar. Apr. May June
FC conducts audit of Fin. Process, People,
Technology
FC audits & collects
initial Tuition Tracker
RD & FC review/ approve annual budget(s)
FC reviews (approves) Tuition plan
FC reviews (approves) Fin. Aid Program
RD/FC review/ approve budget
revisions
RD updates Principal evaluation and 6 & 12
mo. action plan
FC conducts audit of Fin. Process, People,
Technology
RD updates Principal evaluation and 6 & 12
mo. action plan
FC audits & collects final Tuition Tracker
Curr
ent y
ear B
udge
tFu
ture
Bud
get(
s)
RD & Marketing define enrollment goals
FC audits Fin.
Statemts (unpaid arch and tuition)
FC audits Fin.
Statemts
FC audits Fin.
Statemts
FC audits Fin.
Statemts
FC audits Fin.
Statemts
FC audits Fin.
Statemts
FC audits Fin.
Statemts
RD & FC set
/revise AoC aid targets
Strategic support for the School – is sustained through strong
governance
School Board
Principal
Pastor
Business Mgr.
Finance
Enrollment/ Marketing
Advancement/ Development
Capital
SB Committees
Marketing Director
Operational/Policy Support
• Administrators’ Handbook– Archdiocesan policies/procedures trump any school or board
policy– Schools can make policies not found in this book according to
what a “reasonable and faith-filled person would do” • Determine how policies are made at your school (pastor/board
involvement)
– Be careful of wording (e.g., “will” vs. “may,” “other serious offenses” and “all”)
• Review your own student handbook (See “Handbooks” for required topics)– You can add addendums during the course of the year with
written notice within reasonBut your logic and judgment will need to be applied -- in addition to Admin. Handbook -- to
manage each complex issue successfully
Issue Management – some guiding principles
• If issues arise, have person deal with the person with whom they are having an issue and then move up the ladder if they are not satisfied (e.g., teacher, principal, pastor, OCS)– Make sure to get both sides of the story before determining consequences– If people get belligerent, you can ask them to continue the discussion later.
If they refuse to leave, you have the right to call the police.– To ask about a situation, you can say, “Do you know why “Mr. xyz” would be
saying “abc”?”
• When working with parents and students, make sure that you show:– they are being heard (write down notes and paraphrase- ask them what they
want to see happen) – you are taking them seriously and working within the policy– there are consequences that are consistently enforced (they cannot know the
consequences for other students, but they will find out)– you are proactive and hold confidentiality (especially with communication
and follow-up)
• If people threaten to call the police, take legal action, or talk to the media- tell them that they need to do what they think is in the best interest of their child
Issue Management – when to contact the RD
• Solicitation/coordination of assistance from OCS resources• Emerging personnel issues that may result in suspension or termination
(contact when the issues begin and before a suspension/termination decision is made)
• Potential or actual Reduction in Staff (RIS), which needs to be done before May 15 or notice needs to be given to the teachers
• Accidents/injuries that require professional medical attention (send a copy of the incident report)
• Parent/Other concerns that escalate (call/email to let RD know the parent call is coming)
• Student behavior/other issues that may result in expulsion (suspension should precede expulsion to give you time to determine the facts and consult)
• When legal action is threatened or carried out against the school• Notify of any special awards or events the school has (also notify the
Marketing Director)• A case where an employee or student is suspected of abuse or criminal
behavior (DCFS should be notified immediately of any abuse case against a minor)
• In the event of the death/terminal illness of a faculty member or student• Call with any outbreaks of major communicable diseases (e.g., H1N1)
Overview of Performance Evaluations
• Principal Evaluations – Traditional Parish Schools– AIM Schools – Milestones/Artifacts
• Teacher Evaluations– Specific training will be provided to you ; a) July 21 and July 23, b) in New Leaders PD
in Sept. and c) for All Leaders in Feb. 2015
• Teacher/Staff Hiring– Contact Jeanine Gouzeas ([email protected]) for access to
Applitrack– Post position on Applitrack.
• “Accept Application?” – Yes. • “Posting Active to Administrators” -- Yes
– Once you find an applicant you like, put the applicant in the “Applications Pending Review” folder
– After review, you will receive a verification form and Applicant Acceptance form
– Fill out the appropriate paperwork (HR and see “Personnel File for School Employees”) and return Applicant Acceptance form
– Applicants must complete Safe Environment requirements
Case Studies Exercise
Objectives of Exercise Introduction to exercise Breakout Work Session
Principal-pairs spend 15 mins evaluating Admin. Handbook and their
Regroup and report out
Strategic (Operations) Artifacts for Principals
Archdiocese School Board’s Strategic Plan Especially pp. 33-36 http://ocs.archchicago.org/StrategicPlanning/
StrategicPlanforCatholicSchools.aspx
Parish/School-specific Strategic Plan? FAST Form (template and existing plans)
Template: http://ocs.archchicago.org/SchoolVitality/FAST.aspx Existing FAST Plan/Goals: Pastor (or RD) Adjustment to format/schedule; Removal of Academic section (given
AdvancEd). FY15 Budget & Tuition Tracker (template and existing plans)
Existing FY14 and FY15 Budgets: current Pastor/Bus. Manager (RD possibly) Templates: http://parishops.archchicago.org/en-us/proceduresformsandmaterials/
budget.aspx Existing FY14 and FY15 Tuition Trackers: current Pastor/Bus. Manager PD Opportunities
Bus. Manager Role Description Handout
This presentation
THANK YOU!Please contact me or your RDs with any
773.909.3435