Charter School Software ….. Programs, flow and goals.
As
charter schools have different accounting requirements, the programs have been
developed with the following thought processes in mind.
Teachers returning and new are entered in the database.. Those that can accept students are marked active. Those not returning or have not been invited back are marked inactive. The school sets the maximum number of students any teacher can have and the payroll amount per student/month.
Students returning and new are entered into the database. The master agreement is entered by the registrar. Address and other information is checked for returning students. Cumulative files are ordered for new students. Those that can spend money are marked active. Those not returning or have not been invited back are marked inactive The school sets the funding amounts and allowable spending items for the student based on the master agreement. The student is assigned to a teacher.
September
School starts. Teachers can order items for the students. Those processing the orders can view the master agreement to see if spending is allowable. The web is the preferable place for orders to be entered. This eliminates keypunch errors and cuts down on foot traffic in the offices. Only teachers can order items.
At end of month, the payroll report is run. As the teacher is paid for the active students, we know that a learning document and attendance record is required. If January or June, a grade report is required. The school sets the allowable lag time between the end of a month and the date the information is required.
October-November-December
Students enroll and withdraw. Teachers come and go. The school sets a policy on how much a teacher receives for partial months and when transfers are allowed. In any event, we need the learning document, grades and attendance for the final month. Computers and library items that are not consumable are returned.
January-June
Pretty much a normal month except grades are required. The registrar posts them and closes the master agreement for the semester. A new master agreement is required.
To this end the following areas of responsibility are delegated:
Student records- Enter new students, verify returning students, order and follow up on cumulative files. Enter parent and staff information. Enter attendance and assign students to teachers.
Registrar- Enter master agreements for students. Enter grades and provide transcripts where required.
Accounting-Download and process POs from web. Process POs and fax, transmit or send to vendors. Update PO status when order arrives. Update library if item is new.
Learning documents- Be expert in the program and install and train teachers in it’s operation. Verify the documents are received for the month.
.
Library- Checkout and receive books and supplies. Verify if student master agreement allows the item. Create reports for On Hand and withdrawn students.
Journals- Enter and order other spending types including; petty cash, internet service, computer checkout, direct payments, and software. Verify spending conforms to master agreement and is not over budget.
Web- Maintain current list of school forms. Keep databases current for viewing. Update web pages as necessary. Maintain password list of staff members.
Backup- Maintain and verify daily backup of data files. Provide plan for power problem.
.