You can think of school management software as an automation
tool that simplifies many aspects of a school’s daily operations.
This includes class-related functions like setting schedules,
tracking attendance, and recording grades, but can also include administrative
functions like managing student tuition, disbursing faculty pay, and
maintaining student records. More complex management systems might also include
options for overseeing inventories, school supply orders, building maintenance,
and other additional tasks.
SMS can track vital information about a school’s instructors,
such as their daily routines, reports, and other activities. With enough data,
management software can track teacher performance and aid in providing insights
that might improve teacher effectiveness.
School management software doesn’t just benefit the faculty
and staff — it also includes tools for parents and students. Many management
systems offer portals for checking grades and student progress, and some even
provide real-time updates and channels of communication between families and
teachers.
Common School Management Software Features
While the specific features of an SMS might vary from
platform to platform, there are a few common features that nearly every
software system includes:
Student Information Management — The ability to track
student information like grades, class schedules, attendance records,
disciplinary actions, etc.
Staff/Faculty Management — The ability to coordinate and
supervise the functions of teachers, administrative staff, and support staff.
Payment & Payroll Management — The ability to track
incoming payments like tuition fees and outgoing payments like teacher and
staff salaries.
Attendance Management — The ability to log the daily
attendance for classes and monitor trends on tardiness and absenteeism.
Gradebook Maintenance — The ability to input and track
individual student grades for homework assignments, tests, etc., along with
calculating GPAs and making this information accessible to parents and families.
Schedule Maintenance — The ability to set and monitor
both student and teacher schedules. Allows for an overview of each day and
allows you to maximize every available hour.
Admissions Tracking — The ability to automate student
registration for classes and manage a large number of applications from
students.
Among these core features, the ability to manage student
information is one of the most critical, as it allows staff, teachers, and
parents alike to stay on top of a student’s achievements and coordinate to
elevate that student’s performance if they notice a dip.
In addition, many school management systems also incorporate
learning management features into their platform. Learning management systems
allow you to track and deliver educational courses, typically in an online
setting. As e-learning becomes more common, you can expect the integration of LMS
features into SMS platforms and an increase in online-focused management
features.
Why School Management Software Is Important
Using school management software can be extremely helpful
when it comes to streamlining internal school operations.
By automating daily administrative processes, you can free up
time for staff and teachers to concentrate on their core responsibilities. With
student information in particular, centralized storage grants faculty and staff
a holistic view of individual student achievement and the progress of the
student body as a whole.
This, from the perspective of school staff, makes reporting
on student progress a snap. With individual student data all collected in one
place, compiling trends on the student body is as simple as deciding what
information you want to look at.
Keeping information in a centralized hub also helps improve
communication between internal departments, allowing your school to get on the
same page and work toward shared goals more effectively. Communication within
your school isn’t the only thing that a good SMS can improve, however. It also
has the potential to facilitate communication between faculty, students, and
parents.
With better access to teachers, parents can stay in the loop
on their child’s academic performance, intervening when necessary to keep them
on track. This is vital for younger students, who may have difficulty
communicating their school progress to their parents.
Students, meanwhile, have a direct line of contact with their
instructors, which is particularly helpful for high school and college-level
pupils. If they need clarification on an assignment, advice on what to study,
or even general class guidance, help is only a few clicks away.
For private and higher education, SMS relieves some of the
burden of processing applications and admissions. School management software
can handle every step of the admissions process, from inquiry to acceptance,
and ensure a seamless transition for students during the enrollment process.
Finally, using an SMS improves the data security of sensitive
information thanks to the cloud-based nature of most platforms. In addition,
cloud-based SMS are easy to configure, come with ample customer support, and
are highly adaptable thanks to periodic updates.
Things to Keep in Mind While Comparing School Management
Software
When evaluating various SMS for your organization, you should
keep the following six questions in mind:
Does It Have the Features You Need?
At minimum, whichever school management software you choose
to use should have core features like the ability to track student info and
reporting functionality. It’s unlikely that a minimally-functional product will
suit your organization, however, so you’ll need to take a close look at
available features to ensure they align with your needs.
Make a list of the challenges your school is facing in terms
of administration and organization, then evaluate your potential software
options based on how they enable you to meet those challenges. Remember, your
SMS should help you cut manual workloads for staff and automate as many
processes as possible.
Is It Reliable?
Buggy software isn’t going to help you achieve your goals. If
possible, you’ll want to try a demo version of the platform you intend to use
so you can see whether the software is stable or not. This will help you make
an informed decision about potential software choices and determine if there
are any glaring issues that might dissuade you from using them.
Is It User Friendly?
Will it take your team a long time to get acclimated to the
software you’re eyeing? If so, it may not be the best choice. Any software
solution you choose should be easy for your faculty and staff to adapt to, and
should fit into your current structure with minimal hassle.
Does It Help Your Students?
Reducing the workload for teachers and staff is a definite
“must” for any SMS, but you should also make sure that the one you choose also
enhances the student experience. Compare your options, and see which provides
the most in the way of student access to information, remote submissions, and
payment for fees, tuition, etc.
Top 4 School Management Software Tools
There are plenty of school management software options on the
market. Here are a few popular and highly-rated options to start your search
with.
Gradelink SIS
If you’re looking for a simple and straightforward system
that still has a wide range of management features rolled into one platform,
Gradelink SIS is one option that might fit the bill. This platform includes options
for maintaining the curriculum, school finances, and even the cafeteria.
That’s in addition to its robust reporting and analytics
features that make relaying information to parents a breeze and give you the
ability to process online payments for your institution. For smaller schools
looking for an easy-access, cloud-based management option, Gradelink is a
strong addition to your list of choices.
Administrator’s Plus by Rediker
Designed specifically for PK-12 schools, Rediker’s is a great
option if you need a management platform that can scale and integrate with
other programs like Google Classroom. School systems large and small will find
it easy to manage admissions, enrollment, student reports, billing, and a host
of other management tasks through either the cloud-hosted software or the
Windows-based option.
Among the many SMS providers on the market, this option also
stands out because of its exemplary training and customer service. In addition
to allowing you to try out a free demo of the software, Rediker also provides
in-person and online training, along with round-the-clock customer support.
PCR Educator
This full-featured app for educators web-based management
software covers your school admin needs from admissions to enrollment and
beyond. School staff, faculty, and families alike can get an overview of
critical information like academic progress, medical records, tuition, and more.
The software offers plenty in the way of gradebooks,
performance analysis tools, and finance management. It also has a
straightforward interface and offers excellent customer support. Institutions
looking for a platform that can “do it all” will find PCR Educator to be a
strong, user-friendly option.
Calendly
Student advising, career planning, parent-teacher conferencing
and counseling have a dramatic impact on student well-being. Scheduling with
Calendly empowers every student (and ultimately teachers) to optimize their
schedules without overwhelming educators and parents.
Cheers!!!
Edited by AdeDanCompTech