Making the Most of the Relationship with your Charter School Back Office Partner | Part 3 of 3

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August 18, 2023

You’ve worked hard to choose the right charter school back office services partner, now it’s time to make the relationship flourish! A good relationship is built on a foundation of mutual understanding of expectations, roles, and responsibilities. Read on for a few best practices and tips for a smooth working relationship.

Clarify Responsibilities

Understanding what your charter school back office partner will provide for your school is critical. Once a school leader and board understand what is covered, they can fill any remaining gaps with additional staff or staff allocations to particular tasks. This understanding aids in the efficient completion of back office tasks and avoids costly mistakes that can be time consuming to fix.

Communication is Key

Address any communication and information transfer issues with internal staff and the back office partner quickly so efficient business routines are established from the outset of the relationship.

Quality Checks Start on Day One

Address response time and service level issues early so they do not become a problem. Gently, but firmly, keep the provider accountable for what is included in the contract to ensure that your needs and expectations are being met. Just as you do not settle for substandard work in the classroom, do not settle for it from your back office partner. And remember: excellence in the classroom can either be furthered or inhibited by the quality of your back office operations.

Delegate Internally

Assign a point person who is responsible for communicating with your back office partner for each function (e.g., accounts payable, payroll, etc.) Additionally, assign a person or team of people (e.g., school leader and board member) to oversee the work and make sure it all ties together. For example, a board member who is comfortable with financial statements should review the financial reports of the service provider and communicate questions and/or concerns.

Take the Time to Understand Your Financial Situation

Schedule time each month to review the financials in detail to understand your school’s current financial position, review budget variances, and discuss what assumptions are informing the forecast updates Even with a back office partner, charter school leaders will always need to be involved in critical decisions to ensure the financial stability of their school, and the board has fiduciary responsibility for the school.

Seek Guidance

Don’t hesitate to call upon the charter school back office support company for support. That’s what they’re there for; they’re your partner!

As a school leader, you put tremendous time, energy, and effort into ensuring that your students have the best teachers and the necessary resources to reach their potential. To ensure that your charter school, both as a business and learning center, reaches its highest potential, you need access to the finest support and resources.

If you’re interested in learning more about EdTec’s back office services and how we can support your school’s success, fill out the form below!  

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Critical Questions to Ask When Choosing a Back Office Partner | Part 2 of 3

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August 7, 2023

This is the second post of a three-part series on the stages of partnering with a back office support company for charter schools. The first part of the series explored the benefits of using a high-quality back office support company. 

Once your charter school has decided to work with a back office support company, the school’s leadership and board will need to determine which one is the best fit. A back office support company should be more than simply a vendor; it should be a strategic partner that has as much invested in the success of the school as the staff and board! While the handling of tasks and transactions will free up more time for you to focus on the school’s academic program, a true partner will help to align your budget and operations in support of that academic program.  

With so much at stake, it’s important to ask the right questions to ensure that your school makes an informed decision. The following questions will help you determine where your school needs support, understand the services included in the back office bundle, assess the company’s flexibility in adjusting to your needs over time, and evaluate their service delivery staffing model and overall experience.  

Where do we need help?

The foundation for any successful relationship is knowing what you bring to the partnership and what you need from your partner, so it is crucial that the school staff and board do their research and carefully choose a provider that matches those needs. Identify the gaps in skills and knowledge of your staff and board. Do you already have a well-staffed business office and need a bookkeeper to provide transactional support, or are you looking for CFO-level guidance to help you plan for financial stability? Do you need support finding and financing a facility? Are there certain back-office functions that you want to keep in house?

What specifically is included in the service bundle?

Understand what is offered and what is not. Seek detailed clarification on pricing, depth, and frequency of services. For example, how often are cash flow and budget forecasts updated? Does the company provide audit support? What tools are made available to the school for on-demand visibility to its financial data? Will company representatives attend your board meetings to present updates and answer questions? Then determine if those services and tools match the expectations and needs of the school staff and board.

Can the service flexibility adjust to my needs over time?

Ask if the provider will tailor services to your needs or if it’s a one-size-fits-all approach. What defined service level options are available? Further, as your school evolves and your needs change over time, will the provider adjust its scope to meet your requirements?

What is the service delivery staffing model?

Find out if the provider has specialized staff with deep expertise in each functional area or if a single individual is attempting to wear multiple hats. Ask how many schools are assigned to your primary support resource and find out each company’s staff to client ratio. Additionally, clarify if you will have direct access to transactional support teams to troubleshoot issues as they arise.

What will the service delivery experience be like?

While the back-office services described by different companies may appear to be similar on paper, there can be tangible differences related to service delivery approach, support levels, and communication. Your best course is to spend the necessary time speaking with current clients of each provider to hear firsthand about their experiences. You might ask about responsiveness to requests, turnaround time, accuracy in reporting and projections, knowledge of compliance requirements, and proactivity in planning for the future. Additionally, don’t be satisfied with a few reference schools that have been selected for you by the provider; ask providers for a complete list of their back-office clients so that you can choose which schools to contact when performing reference checks.

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Choosing a back office support company for your charter school is a critical decision that can have a significant impact on the school’s financial and operational success. At EdTec, we understand the unique challenges and opportunities facing charter schools, and we’re committed to providing comprehensive, flexible, and responsive back office services that meet the specific needs of each school we work with. 

If you’re interested in learning more about EdTec’s back office services and how we can support your school’s success, fill out the form below!  

 

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What Charter Schools Can Learn from the Barbie Movie’s Marketing Strategy

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August 2, 2023

Consistency in branding is key.

Even those who haven’t seen the movie would recognize that shade of Barbie pink anywhere. The consistent use of the color in everything from billboards to product launches has left a lasting impression on consumers and created an automatic association with the Barbie brand. Charter schools can also establish a strong and recognizable identity.  As a first step, create a simple brand style guide that outlines rules around key details such as colors, font, and logo, and share it with teachers, coaches, and others who use the school’s brand elements. When your branding is the same on the school marquee, baseball jersey, and weekly newsletter, it will become more easily and quickly recognizable over time.

It’s also important to make sure your school’s mission and core values are communicated clearly and accurately to drive home your message and make it easy for prospective families to understand your focus. Conduct an audit of your website, communications, and promotional materials to ensure consistency in messaging. Remember that every time someone interacts with your brand is an opportunity to let them know why they should choose your school!

Partnerships can help to strengthen your brand.

The Barbie movie is a fantastic example of how partnerships can raise awareness and create buzz around your brand. From Barbie-branded apparel to bright pink hot sauce, we are constantly reminded to go see the movie. And while we aren’t suggesting you partner with Crocs to make a pair in your school colors (although this would really make your brand stand out!), there are a lot of other partnerships that could work for your school and support your branding efforts.

You could approach a popular local restaurant and ask them if they would host a fundraiser to donate a percentage of sales on a given day, such as your school’s opening anniversary or during national charter schools week, to tie into your larger campaign. In return, you would mention the promotion and thank the restaurant in flyers and/or emails sent to families. You might approach a local community center, church, or grocery store to ask if you can leave promotional materials in a high-traffic area. Another example is reaching out to local organizations and business to inquire about volunteer and/or mentorship and internship opportunities. And jokes about Crocs aside, other items could work – for example, consider teaming up with local artists or designers to create a new co-branded product with input from your school’s art, business, or engineering classes.

All of these strengthen your brand awareness while helping others in the community to understand your story and be compelled to share it!

Good storytelling keeps your audience engaged.

Strong marketing got people to the theatre, and a compelling story kept the buzz going and generated positive reviews. Charter schools can also harness the power and potential of storytelling to keep families engaged. Charter schools have the important elements of a compelling story – the characters, the mission, the stakes.  In practice, storytelling for charter schools looks a little different. Schools tell their stories at special events, on social media, and face-to-face with students, parents, and community members (for example, at board meetings and school tours). Share your achievements often and widely, and connect them to your school’s mission to reinforce your brand.

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By implementing these key lessons from the Barbie movie’s marketing strategy, your charter school can enhance its branding, improve engagement with your community, and make a lasting impact with your message and mission. A consistent and compelling brand identity, coupled with strategic partnerships and effective storytelling, will contribute to increased awareness of and support for your school.

 

 

Charter School Back Office Questions to Ask

From Compliance to Cost Savings: How a Back Office Support Company Can Benefit Your Charter School | Part 1 of 3

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July 31, 2023

As a charter school leader, running a successful school while fulfilling your school’s mission is your primary focus. However, you are also tasked with managing the business side of things, and smooth back office operations are critical to the success of every charter school. Keeping up with the administrative, business, and operations tasks with so much on your plate can be challenging. This is where a back office support company can help! Back office support companies provide a wide range of services to charter schools so that school leaders can focus their attention on where it matters most – fulfilling the vision of their charter.

The scope of back office services for charter schools varies, and may include accounting, budgeting, financial reporting and analysis, accounts payable and receivable, audit support, facilities, payroll, and human resources.  In this blog post, the first of a three-part series, we’ll explore five benefits of using a high-quality back office support company.

Focus on Providing Quality Education

Charter schools have an important mission to provide access to a high-quality public education. However, unlike traditional public schools, charters do not have a district central office to handle business functions. In turn, charter school leaders are responsible for both overseeing school operations and meeting the needs of students. By hiring a back office support company, charter school leaders can outsource the daily management of tasks such as payroll, budgeting, compliance, and financial reporting, freeing up more time to focus on educational outcomes. While charter school leaders will always need to be involved in critical decisions to ensure the financial stability of their school, a partnership with a back office support company allows them to do this together with experts.  

Cost Savings and Stability

Cost savings and stability are significant additional benefits of using a back office support company. By partnering with a third-party provider rather than hiring and managing a full-time business office staff, charter school leaders can leverage economies of scale that allow back office companies to provide services at a lower cost. This cost savings in administrative support frees up more dollars for the classroom, to invest in areas such as teacher salaries, facilities, educational materials, and equipment. Further, a back office company with scale provides critical stability to your school’s business operations by providing uninterrupted services and support. The outsourced back office model can insulate your school from the disruptions and related costs that would otherwise arise from school business office staff turnover, vacations, sick days, or medical leave in the purely internal staffing model. Although back office support companies are not immune to those staffing challenges, providers with scale have sufficient staffing capacity across functions and the structure to absorb and manage those disruptions, including the recruiting, hiring, and training of new staff, all while continuing to deliver uninterrupted service to their school clients. 

Expertise and Best Practices

Back office companies offer charter schools the expertise and experience to handle business tasks effectively and efficiently. Back office companies that specialize in supporting charter schools stay up to date on the latest sector best practices, funding sources, and related compliance requirements, to ensure that your school is running smoothly, maximizing available funding, and in compliance with local, state, and federal requirements. Additionally, a high-quality back office support company can provide insightful financial analysis and scenario modeling for proactive, strategic decision making. This specialized level of charter school expertise is especially valuable for start-up charter schools. 

Scalability

Charter schools may experience rapid growth or fluctuating enrollment due to various external factors, making it challenging to manage operations effectively. However, some back office support companies offer scalable solutions meaning they can adjust their services to meet the current needs of your school, whether you’re experiencing growth or a downturn in enrollment. As a result, back office support companies offer the opportunity for charter schools to remain nimble and adapt to changing circumstances without sacrificing administrative support. 

Increased Transparency and Accountability

Charter schools are accountable to stakeholders and must meet high compliance standards and fiscal transparency. A back office support company can increase transparency and accountability in your school’s financial operations. As a third-party provider, a back office support company provides an objective view of your school’s financials, identifying areas where cost savings can be achieved or financial controls need to be strengthened. This level of oversight can help charter schools build trust with stakeholders, including parents, donors, and authorizers.  

 

In conclusion, there are many benefits to hiring a back office support company for your charter school. By delegating certain tasks to a back office provider, charter school leaders can reduce costs, benefit from expertise and best practices, scale appropriately, increase transparency and accountability – and, most importantly, have more time to focus on providing a high-quality education! 

If you’re considering a back office support company for your charter school, take time to research providers thoroughly and choose one that aligns with your school’s needs and values. If you want to learn more about EdTec’s back office services, contact us today! 

 

An Interview with Hilary Moore: Empowering STEAM Educators Through Grant Opportunities

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Hilary Moore is a STEAM Coordinator at Cirrus Academy Charter School in Georgia and a recent grant recipient of the Teacher Innovator Institute at the National Air and Space Museum in Washington, D.C.! After receiving the Winter 2022 EdTec Grants Newsletter, which her school’s founder forwarded to her, Hilary was encouraged to apply.

The Teacher Innovator Institute is a professional learning community of middle school STEAM teachers who spend a two-week intensive in Washington, D.C., working with education and STEAM experts to explore the connections between informal STEAM education and authentic learning.

We reached out to Hilary to learn more about the process of applying for the grant, her experience participating in the National Air and Space Museum Teacher Innovation Institute, and the impact that her experience will have in the classroom!

 

EdTec: Please tell us a little about yourself and your role as STEAM Coordinator at Cirrus Academy Charter School.

Hilary: I love science and technology. I have worked in science/STEM education for almost ten years from tutoring and camps to schools. I’m in my fourth year of classroom teaching. As a STEM coordinator, I teach STEM/STEAM as well as share resources with my teachers, and plan STEAM events. I am always on the lookout for new technologies, strategies, and resources in STEAM.

EdTec: How did you learn about the Smithsonian grant? What was the proposal process like?

Hilary: The founder of my school recently received the Winter 2022 EdTec Grants Newsletter. He forwarded the newsletter to me and encouraged me to apply to the program. Applying to the program at the time required a video introduction, signed principal approval, two recommendation letters, and professional learning goals. Applicants were also required to provide responses to short answer questions about their school, community, and teaching goals. During the program, I learned applicant criteria varies every year.

EdTec: How did it feel to be awarded such a prestigious grant? What was your first reaction?

Hilary: Like many others, initially, I was shocked that I was accepted into the 2022 cohort. Afterwards, I was thrilled and had moments of hesitancy knowing I would be away from family for two weeks during summer break, but my family gave me their full support. Their push helped me own this accomplishment and bask in it.

EdTec: What are some of the most valuable experiences or lessons from the National Air and Space Museum Teacher Innovation Institute that you are excited to bring back to the classroom? How do you plan to incorporate the inspiration into your work with students this school year?

Hilary: I gained so many valuable experiences from attending NASM TII this summer. It’s almost too many to count. First, having the opportunity to network with teachers from around the country was huge. I was able to learn about different perspectives in education, collaborate on ideas and projects, and gain long-distance friends. The second most valuable experience was exploring our nation’s capital. We were able to explore the museums through authentic object-based learning. There were also downtime opportunities for us to tour on our own and fun group outings built into our schedule. Lastly, taking STEM classes and learning about and/or receiving STEM resources at the Steven F. Udvar-Hazy Center took the cake. Teachers are always in need of new strategies and tools to educate our diverse learners.

This year, I created a STEM pacing guide that includes many of the resources and strategies I discovered at TII. We were given an Ozobot and other coding software. I’ve used my Ozozbot to help with literacy by creating a story using cloze notes/maze. My students are learning about color codes. The Ozobot starts at the beginning of the story and makes it to the finish line by following the codes students create. One of my other TII inspired projects involves Chibitronics paper circuitry. All my classes will complete a Chibitronics project with materials I received from my funded Donors Choose paper circuitry project. I also learned about Donors Choose while attending TII. I plan to incorporate more TII fundamentals in the years to come.

EdTec: What advice would you give other charter school teachers and leaders when it comes to the value of grant opportunities and making time to pursue them?

Hilary: The advice I would give to other charter school teachers and leaders is to get the news out about these awesome grant opportunities! Programs such as TII are here for the betterment, appreciation, and advancement of educators. I not only gained valuable experiences, but I also truly felt valued for what I do and who I am. So, I think it’s extremely important for teachers and leaders to spread the news about the types of grants and programs being offered. These opportunities are easily missed if you are not in the loop. In addition, I would tell any educator thinking of applying to these types of programs to be confident in their impact and let it show in your application and goals. They want to know what fuels you, who you are, and how you think. Finally, be open and ready to receive your new adventures.

We would like to thank Hilary Moore for sharing her wonderful experience and the impact she has as an educator!

If you are interested in signing up for EdTec’s Grant Newsletter to stay up to date about upcoming grant opportunities you can do so here. EdTec also provides support with grant research and writing for schools interested in pursuing funds for special projects. In addition, we work with developing schools to complete applications for the federal Charter Schools Program (CSP). If you are interested in learning more about these services, please reach out to our grants team.

 

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EdTec Announces Partnership with Friday

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May 22, 2020

EdTec is excited to announce a new partnership with Friday, a strategy and design firm supporting charter schools with strategic planning, branding, and program design. After years of working closely with Annie Crangle, a former educator turned strategist, EdTec can now tap into her firm’s full capabilities to offer unique value to schools.

EdTec and Friday have formed a unique partnership that gives charter schools the opportunity to collaborate with two experienced firms offering complementary services. EdTec provides charter schools with business, operations and performance services, while Friday leads strategy and design processes, including everything from 3-5 year strategic plans, leadership development programs, school improvement initiatives, and re-envisioned brands.

By combining expertise and sharing strategic insights with one another, EdTec and Friday are able to offer thoughtful, innovative solutions for charter schools across the country. For example:

  • Friday designs leadership programs informed by EdTec’s charter school expertise
  • EdTec provides a student data analytics perspective to inform Friday’s K-12 equity work
  • Friday develops compelling banding enhanced by EdTec’s marketing and strategic communications
  • EdTec makes financial projections that factor in growth strategies articulated by Friday
  • Friday creates strategic plans aligned to compliance goals developed by EdTec

We look forward to working together with Friday to serve charter schools’ unique needs. If you’re interested in learning more about how we can support your school, reach out to let us know.

Supporting Our School Partners and Staff During the COVID-19 Crisis

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March 12, 2020

Dear School Partner,

EdTec hopes that you and your community are staying safe and healthy during this health crisis. We recognize the stress that this is putting on all our school partners and their staff, students, and families, and we want you to know that we are here for you and will continue to support you as we navigate this difficult time together.

The health and safety of our partners and our employees is always our top priority and with the unfolding outbreak of COVID-19 (the coronavirus), we are taking a moment to share with you how we at EdTec are working to ensure the continuation of safe and effective operations.

EdTec is adapting our work processes to mitigate risk to our employees and the school communities we serve. While we do not expect any change in service levels for our school partners, we want you to be aware of these recent changes to our operations and we request your support during this time:

  • We are encouraging staff to work from home out of an abundance of caution. EdTec rolled out tools for working remotely a few years ago, which are well established, and we have recently enhanced our processes to accommodate those working from home.
  • We are encouraging the Client Manager team to attend school meetings remotely (using Zoom, our video conference platform) whenever possible to protect both our staff and our schools; we want to do anything we can to limit the possibility of spreading the virus from school to school. We will be setting up Zoom conferences for any upcoming meetings with our schools and appreciate your support in leveraging these video conferences for the time being.

Please feel free to reach out if you have any questions. This is a very challenging time, but we know educators and school leaders are uniquely equipped to demonstrate perseverance and leadership, and we are here to support you along the way. EdTec will be monitoring the situation closely and we will provide updates as needed.

EdTec Management