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Strategic Planning System
1. Identify the school’s vision
2. Sell it to the staff, pupils and parents as well as other stakeholders
3. Have a Good Appealing Mission Statement and a Motto
4. Design a Suitable School Logo that is rational and suitable for the Mission Statement
5. Do a SWOT analysis to determine the strengths and weaknesses within the organisation – use of the strengths to overcome the weaknesses.
6. Identify opportunities in the macro environment that the school operates in – identify benefits the school can get from the cooperate sector and what the school can offer to the sector- e.g. offer of places to the middle and top managers children to woo quality parents to the school
7. Strategic Initiatives and action plans to achieve the school’s vision to be addressed mostly through the performance management system of the school.
8. Decide on what curriculum will be covered at the school and whether it helps to attain the set vision of the school.
9. Determine the quality of student products that the school would like to produce and set a curriculum that will be tailor made to realise such a product.- should be in line with the vision of the organisation.
Marketing strategy
Marketing system – how do we make the prospective clientele aware of the school and attracted to it.
If possible, have a school website with its Mission Statement and Vision.
Calendar of the school to be kept up to date on the website (manual one must formally be sent to all parents too).
Have news letter periodicals on the website
Have good liaison with all stake holders, business partners such as book shops or hardware shops where the school gets services as well as officer bearers in both the public and private sector- it will make them act in haste in matters that pertain to the school when such need arises.
Use of public gatherings at the school to sell the school’s vision, and attract quality clientele through performances by pupils and staff – e.g. drama, speeches, and displays about the school’s excellence; (pupils work displayed in show cases outside the classroom and at the reception can also be employed in this regard).
Use of business partners – e.g. a calendar with the school name and logo planted at strategic points where prospective clientele are abound to venture e.g. book shops.
Interface with other institutions e.g. feeder pre-schools to market it.
Invite all stake holders to open days such as Prize-giving events at the school or sports days
In the event of some image tarnishing incident at the school; have a damage control plan in place
The Head of the school or representative must act as a figure head of the school – represent the school at relevant public forum – e.g. at book fairs. Use any opportunities to market the school and to justify the quality of services provided by the school.
Staff-develop all staff at the school about good public relations- you need everyone at the school to act as a source of attraction for the school’s image.
Communication System
Have an Organogram about the school’s administrative structures.
Have regular periodic meetings and communication with the school board of directors.
Have News letter at regular intervals – some could be even planted on the school website or emailed to parents if applicable.
The mode of communication between teachers and parents must be clearly outlined to both parties.
Confidential information about the school must be treated as such by all who have access to it.
Security system
Insure the school assets.
How do we prevent burglary- burglar bars in buildings, school safe
Use of an alarm system
Procedures of checking –inspecting school assets by the security guards before knock off- or handing over to incoming security guard- use of an occurrence book which must be checked by the head of the school every morning and any incidents that might have occurred must be followed up promptly.
Finance management/assets management
Have a simple but efficient user friendly accounting system.
Internal control system – who receives the money, who does the checking of bank register and receipts, who approves the purchase and what documents are used in purchase- e.g. payment vouchers, how much must the cash float be in the petty cash etc.
Purchase policy –how is finance expended –procedure of purchase of purchase, e.g. getting quotations and selection of the best product and price- approved by designated office bearer.
Have a policy on the using school assets- e.g. school van or car log book, telephone log book and issue of stationery to educators or learners
Have a stock control procedure- recording of what is issued out and what is stocked in.
Have a security items register at the school- receipt books, purchase vouchers and receipts, banking registers, school fees invoice books etc.
Assets register – assign who should be responsible for it as well as periodic internal control checks by the head master or any such delegated individual.
Payment of fees format to be outlined.
Having periodic mini audits with the bursar.
Maintenance Committee
Have a team that checks the wear and tear of assets and is responsible for refurbishing, servicing of such assets as the vehicles, lawn mowers, photocopiers, computers, electricity generators (where applicable)
Human resources system
Have acquaintance with Labour relations statues- vis a vis employment and termination of service of workers
Employment contracts of teachers – their conditions of service
Grievance procedure for teachers
Code of conduct for teachers and parents
Code of dressing by teachers
Extra curricular policy of the school
Clocking system at the school
Performance management system
Set clearly outlined key result areas for staff and instruments for measuring performance by teachers and other staff
Having a schedule of class visits by the head or such assigned personnel as well as spot check visits.
Delegation of duties to staff members but must carry responsibility and accountability.
Have a profile of the performance reviews and supervision reports of teachers.
Identify staff needs and prescribe suitable staff development programmes to address performance discrepancies as and when the need arises
Enrolment Policy of the school
Have clear procedures to be followed in enrolment of learners with prerequisites for a child to be enrolled at the school well spelt out.
Details required about learners and guardians
Indemnify the school against accidents on learners while at school and during trips- parents to sign such documents on enrolment of learners or prior to excursions such as educational or sports trips.
Have a policy about notice period parents need to give if they are to transfer their children to other schools so that the school can get replacements and maintain an enrolment that will sustain the school in the amount of fees paid.
Support
Establish a Parents Body and its mandate at the school
Identify parents of members who have skills and knowledge in different spectra required to effectively manage the school; e.g. engineers, builders, lawyers, strategic planning. experts, business planners whose input will save the school lots of fund that would otherwise be required to hire external such services
Establish a fund-raising committees
Give them a mandate of their roles and responsibilities.
Have procedures to be followed in fundraising for the school and Handling of fundraising functions –e.g. Fun days, cake sales, civvies days, talent shows etc.
Identify prospective people who one way or the other could fund the school or subsidise it in services it requires e.g. repairs at the school.
Have a former students association – former students may support the school at some events e.g. sports days- assist staff officiate especially for young small schools with limited staff- an extra hand is always helpful.
Code of Conduct for pupils
Set a clear code of conduct of learners which must be outlined on the enrolment form and school prospectus. E.g. punctuality at school, following school rules and guarding them.
Outline disciplinary procedures taken on pupils who infringe on school regulations and how this is documented and communicated to parents
Code of dressing at the school to be clarified.
Have a database for the profiles of pupils and records of disciplinary cases on each pupil
Have counselling facility at the school – some staff members must have such expertise
Legal system
Have the legal framework about the requirements to run a private school and familiarise with them.
Legal representation of the school – determine the type of lawyer the school would like to engage – it could be a parents body member who has such expertise or a hired lawyer
Have a constitution for the school’s operation that every parent must be aware of.
Safety system
Routine in ensuring safe school ground
Emergency preparedness- have an evacuation plan for any unprecedented incidents such as fire accidents (say as a result electrical faults.
Having a safety committee at the school
First Aid kit at the school and a health Master or Mistress among the staff. have most teachers trained in administering first aid ,especially those involved in physical contact sporting activities
On sports days invite trained personnel such as nurses to assist in emergency incidents such as accidents during sports- they could be parents at the school.
Have fire extinguishers in or near every classroom and at the administration block
Fire extinguishers and their servicing schedules.
Staff must be all trained on how to operate a fire extinguisher.
Set rules about where they walk and play and the time when they should be at such given arena. E.g. no learners to be in the playgrounds when every teacher is in class.
Have procedures on dealing with injured or sick pupils.
ICT SYSTEM
Having ICT committee at the school headed by an IT expert
Have a skills audit on IT on teachers and prescribe suitable training
Have a policy about the use of computers, overhead projectors, DVDs and other such gadgets at the school.
Having inventories on the ICT assets at the school e.g. overhead projectors PCs, Laptops, Photocopiers, Risograph machines,
Policy on the use of the internet- control of leakages of material not suitable for pupils
Policy on the use of internet by pupils
Data capture system – have profiles of learners and staff captured
Define the type of data kept on IT by the school and how it must be accessed.
Policy on the use of the school phones and cell phones during school time
Have an ICT maintenance committee- to repair computers and update anti-virus software in all PCs at the school.
School Development or School Improvement planning is a task that demands collaboration among all key stake holders which includes Parents, Teachers, School Leaders and most importantly Learner.
School Leader should have a shared vision as where he would like to take the school in next 5 years. This vision statement is the guiding document. For any good School Improvement plan, following are the key steps,
-Knowing Your School and aspirations of stake holders (SWOC analysis)
-Having a vision statement (Long Term Plan)
- Defining the vision statement into some actionable Objectives (Medium and Short Term)
-selecting SMART objectives for a year that are directly linked with the Vision statement
-making whole team a part of SIP planning and clearly defining the roles and responsibilities of all involved.
- stating the steps to be taken to achieve the objective and do mention timeline, people involved and when to review the performance on the stated objectives.
-Do co-evaluate at the end of term/ year ...most importantly evaluation should be evidence based
Realistic evaluation will help you determine next year's goals.
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