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 (jgouzeas@archchicago.org) 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

questions.tomcgrath@archchicago.org

773.909.3435