When you are at work, read the private (executive) session minutes to obtain additional information on the district. The minutes will also give you a good outline of what resolutions are needed during a specific period, such as whether the district has its annual personnel approval in May or June.
After you obtain information from reading the minutes, here are other suggestions that will assist you in familiarizing yourself with the district:
Meeting Schedule: First and foremost, put all of your meetings for the year on your calendar, including round tables, administrative meetings, board meetings, etc.
Facilities: Schedule a walk-through of every building in your district with your facilities manager. If you are in a multi-school district, meet with each school principal/administrator. Speak with the district architect and the facilities manager to obtain information on long-term capital planning.
Getting to know the district is critical to success, especially in those first few weeks. One of the easiest ways to do that is by reading the minutes of the board meetings.
Technology: With the technology supervisor, obtain information on what technology exists at each school, the members of the technology team, and what is being done to prevent cyber-attacks and maintain/upkeep programs.
Food Service: If you have a management company, look at the current contract and see who is responsible for various items, including date-sensitive documents. During the year, observe a lunch at each location to see how it operates. See how lunches are paid for and the policy for unpaid lunches.
Transportation: Meet with the transportation supervisor to understand all routes. Find out what challenges the transportation department faces. Obtain a current vehicle listing to see the fleet's age and discuss maintenance and current/future needs. Additionally, obtain information on field trips: who pays, and are there any restrictions?
Budget: Most likely, the budget in place when you start your career is not the budget you put together. Look at the budget, line by line, and review the backup information that ties to the budget amount. Prepare a “budget vs. actual” analysis at the three-month or six-month mark to see where you are with revenues and expenditures. Reducing expenditures early in the year is easier than scrambling later in the year.
Special Services: Meet with the special services director to better understand the department and how you can best support the needs of the students and staff.
Payroll/Personnel: After the 9/15 payroll, double-check to see that everyone who is paid on that payroll ties out to the salary they were approved for. It is easier to fix any errors in the first two payrolls rather than the last 19. Speak with the payroll/HR department on the procedures for additional pay, payroll schedule, open enrollment, onboarding new employees, and releasing employees leaving the district.
Contracts: Look at all contracts, from the bargaining unit to the chief school administrator. You need to know what is included in each contract.
Insurance: Look at the district insurance binders. Your broker of record can tell you what you should know about your coverage and the contacts/procedures needed. Obtain an understanding of the following procedures: workers' compensation, student accidents, and bus accidents.
Policy: Read/review the district policies. While most may be the same for all districts, look to see if different policies apply to the school.
Special Events: Note any special events, such as concerts, performances, graduation, field day, yearbooks, and senior high school events.
Calendar: What is the school calendar schedule for multi-school districts? Who works 10 months, and who works 12 months? Is there a plan for time off (time periods when leaves are not available) and for when everyone must be back in the district?
Inclement Weather/Other Events: Ask the facilities manager about the procedures for inclement weather and other events that can affect the school, such as a power outage or a gas leak.
Fixed Assets: Look at the district appraisal/fixed asset listing to see if it is current, if it needs an appraisal, or if you need to fix it.
Audit: Speak with the district auditor to obtain information on the schedule for the annual audit and what they need from you to complete and submit it on time.
Reports: See what mandated state and federal reports (including grants, debt service, etc.) you are responsible for and the time frame they need to be completed. If you are not responsible for the reports, obtain a copy for your files to ensure they contain the correct information. Since money is your business, make the reports your business also.
Professional Development: See what professional development opportunities are available for yourself through your state organization or through ASBO International. Listen to the ASBO International Podcast.
Another good source of information is a table referenced in an April 2022 Back to Basics column courtesy of Eloi Richardson.
Summary
While all of the information presented here can feel overwhelming, remember that everything will be new during the first year of your career. After your first year, tasks and responsibilities will get easier as you will have a better understanding of planning your time. In five years, you will be a seasoned professional looking to take on additional challenges, such as an officer for your state association, an ASBO International volunteer, a mentor, or a presenter at professional conferences.
Finally, remember you are not alone. Reach out to your colleagues for assistance, to vent, and to ask for a sample worksheet and guidance on handling a situation. There are many years of experience, tears, and laughter in this profession — take full advantage of being a member of this amazing team.