Transcript AMEN Webinar - OCS Resource Portal
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
Superintendent Assoc. Supt. Academics Assoc. Supt. Operations Regional Directors Academics/ Leadership Experts Marketing Field Experts Regional Planning Board Development Finance Field Experts Advancement
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
John Pantle Bob McQuade Sarah McNulty Jim Earner Mike Tortorello
Your Marketing Team
Maria Ippolito KK Cleland Juana Sanchez Graber Yasmin Quiroz
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 Principal Business Manager Principal needs to demand that their Bus. Manager provides school with these standard services/supports • • • • • • 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 program
Strategic support for the School – is readily available from your colleagues
Pastor Fellow Principals (Council meetings; OCS references) Other staff Principal Business Manager 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
Pastor Regional Director Regional Support Team Academics/ Leadership Enrollment/ Marketing Finance/ Operations Board Development Advancement/ Development Regional Planning 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
July
Fill
Aug.
Sept.
Oct.
Nov.
Dec.
Jan.
Feb.
Mar.
Apr.
May
FC conducts audit of Fin. Process, People, Technology FC conducts audit of Fin. Process, People, Technology
June
RD updates Principal evaluation and 6 & 12 mo. action plan FC audits & collects initial Tuition Tracker RD/FC review/ approve budget revisions RD updates Principal evaluation and 6 & 12 mo. action plan FC audits & collects final Tuition Tracker 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 FC reviews (approves) Tuition plan FC reviews (approves) Fin. Aid Program RD & FC review/ approve annual RD & Marketing define enrollment goals budget(s) RD & FC set /revise AoC aid targets
Strategic support for the School – is sustained through strong governance
Pastor Principal School Board SB Committees Finance Enrollment/ Marketing Advancement/ Development Capital Marketing Director Business Mgr.
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 reason But 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