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Apr 18

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Take The Stress Out This Academic Year With This Checklist For Your School Software

Every school year is a fresh start!!!

Another academic year is upon us, students, parents and teachers are approaching the beginning of another school year with a mix of excitement, anticipation and anxiety. As we ready ourselves for another year in our classrooms, what all things you have pending in your school management system? Schools should be planning when to move their schools database forward to the next academic year.
There are so many works that has to be done before the next academic year. Here are some of the items that you should probably give more focus on:


Attendance register : Managing a digital record of attendance is very important because it free up staff time and reduces paperwork. Keep an eye on registration, view and test attendance reports and check real-time status updates when students register in or out. 

Class Time Table : Develop lesson plans in advance to allow teachers to set their routines and creates comfort during the first two weeks of school.


Student records : Schools are responsible for the creation, management and disposal of records such as student files, pupil academic reports, Department confidential student files etc. Schools that properly manage their records are able to store and retrieve valuable information quickly when needed.

Compliance with data and information policies : There are several policies and laws (differ from country to country) that staff should consider when dealing with personal information. Ensure that you are collecting students’ personal information by lawful and fair means and not in an unreasonably intrusive way.

Alert management : Alerts are useful because it can reach students, faculty, staff and members of your school, with important information and updates using email and text (SMS) messaging. You need to update your alerts subscribers list to make sure you are sending alerts to the right people.


Parent details : Parent details should be up to date in your school management system because they use the parent module to access their children’s profile, attendance, progress etc. The notification system module also uses the information on record contact them in the event of an emergency.

Alert Subscriptions : Alerts provide you with a solution to keep well-informed of all your children’s activities. Set proper e-mail and SMS alerts and update the list of parents who have opted for alerts.

Access to modules : Generally, parents should have access to their child’s school related information like attendance, marks, schedule, fee, homework, complaints, disciplinary remarks and behaviour at school. Set up and modify the accesses for each module correctly so parents can get these information in real time from “anywhere”.


Library cards : If you’ve been using a card issuance system in your library, you know what a hassle it can be to issue Library cards. So keep the library cards printed and ready to use before classes starts. 

Books list and category : You can choose how you categorise your books based on your schools’ requirements. You can shelve them based on the type (novels, fiction, technical books etc.) or by genre, or by imprint or publisher.

Library dues : Clear all the library dues of last year from the library management dashboard. Send notifications to students/staffs to clear their dues.

Teachers and other staffs

Employee information : Update your employee information such as personal details (restricted access), address and email, telephone numbers, emergency contacts, education and experience, appointment summary, employment verification details etc. 

Leave management system and leave policy : Don’t track and store the leave details in your computer hard drive. Use a cloud based service which allows staffs and students to apply for leave from anywhere at any time. Decide on your leave policy and update the details such as no. of approved leaves, leave types, etc into the software. 


Stock list : For store generally items that can be purchased are note books, text books, A4 paper, duster, chalk, pen, paper, pencil, hardboard, thermocol, laminated file, disposable glass, coffee mix, and brown paper, uniform. Stocking of necessary school items at help in situations where students or teachers want to get a stationary immediately. 

Stock categories : Categorise the stock items like consumable, stationary, books for office and students, items for staff and office use, class room assets. Categorising stock items help in easy invoice raising, billing, fast online transaction and instant accounting.

 Discount setting : Fix a discount amount to items, you can provide discount in percentage or can enter the fixed discount amount manually at the time of purchase. Discount setting helps in fixing various scheme discounts for different stock items. 


Develop new fee structures : Fix new fee structure for every class in advance and make easy fee calculations throughout the year. Send alerts to parents about the new fee structure. 

Create new fee generation : Make a fee generation trial before applying for the exact school payments. Also ensure that receipts and alerts are being produced correctly as per the invoice. This is an easy way to calculate thenext month income of your school.

Update new fee types : Review and changefees for transport, tuition and academics. It is always better to finalise the fee structures before your next academic year begins. 

Alerts : Alert email and SMS are sent when new fee structure is created and when the fee is not paid until due date, send exam time table notifications. These messages help in informing parents and staff about the fee payment and exam details. 

Salary structure : To create a salary structure you need to first define a detailed breakdown based on the employee’s experience and industry benchmarks. The salary structure of employees consists of allowances and deductions, so outline everything correctly. 

 Receipts : The receipt generation of fee payment include details of payment like date of payment, school name, student name, class, and division, fee details (tuition fee, lab, and computer, fine). A detailed receipt generation will help in avoiding further mess.

Payment app : Configure your fee payment app to include the updated student details, paid list, amount, feed description and upcoming fee details. Encourage parents to make payments using this app.


 Generate driver details : Enter all the driver basic details and license details in the transport module. This will help in retrieving the detailed information about the driver whenever needed. 

 Update Vehicle details : Check vehicle service logs, service types, odometer details, fuel log etcetera. If there is any miss in servicing the vehicle set up an automatic alert to keep your school buses in proper condition.

 Set up new routes : Mention new boarding routes and set a fee amount based on the distance between your school and the boarding/dropping point. Usually, most of the school softwares have the ability to calculate the fee automatically based on the criteria that you enter.

Enable school bus tracking : Enabling GPS system allows you to track real time location of your school bus. Parents can track this information at the same time via the installed application

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