Written administrative procedures in school operations

School Situations

Name 4 practices that commonly require written administrative procedures.

There are many practices which require written administrative procedures. One of those is the practice of placing students into special education programs. Specific guidelines need to be written and adhered to in order to completely adhere to any and all federal and state guidelines. Another example is that of disciplinary procedures for absenteeism. Again, since there are many federal and state guidelines that must be followed dealing with attendance policies, written administrative procedures must be obtained. A third example is that of transportation procedures for all students. These procedures must include transportation of special education students and disabled students. A final example is the practice of field trip organization. Written administrative policies can assist in obtaining proper parental permission, acceptable destinations, as well as planning for transportation to and from the destination.

What is the difference between a policy and a procedure?

There are some main differences between a policy and a procedure. A policy provides guidance that helps govern how an organization operates. A policy generally what an organization does, and why it does it. A procedure, on the other hand, explains how an organization operates. Procedures are ways to implement the policies already decided on.

What item of office equipment would be most appropriate to use when you want to send the same written message to a large number of people at the same time?

In order to send the same message to a large number of people at the same time, one can either use a personal computer to send an email, or use a copy machine to photocopy a memo. If everyone receiving the message has an email address, using a computer to send email is the fastest, most cost efficient way to send out the information. On the other hand, if not everyone has email, a photocopier can produce multiple copies of a message for later distribution.

What controls are usually in place to avoid the misuse of the internet?

There are many ways to implement controls to avoid the misuse of the internet on machines capable of accessing online information. One of these is using web browser services that allow for controls on what web sites are accessible. Additionally, many of those browser services also offer tracking techniques, designed to allow administrators to view the internet history of users. There are also software products designed to log all outgoing internet traffic, and record what type of information is being accessed. There is also software that allows administrators to monitor email activity, and chat program activity. In addition, there are firewalls which only allow internet access to specific IP addresses, thus eliminating the ability of users to use online services. Additional controls include security settings for Windows XP, written policies and guidelines for use and misuse of the internet, and strict adherence to those guidelines.

Identify 2 people in a school who would normally be approached in the case of office equipment malfunction?

In a school situation, there are occasions where office equipment may fail. In these circumstances, it is customary for the faculty member to first contact the administrative assistant to the principle or dean of the school. The dean will then customarily contact a member of the maintenance staff or, if needed, contact the local school board for approval for a service call from a retailer. If the equipment failure is noted by a student, the student customarily will contact a faculty member, who can then follow the chain of command listed above.

Why are the courtesies and efficiency of the office staff so important to a school's reputation?

A school's reputation is very much affected by the courteousness and efficiency of the office staff. Anyone contacting the school will first come into contact with office staff, and first impressions are often deciding factors when dealing with issues of reputation. If the office staff is courteous, well-organized, knowledgeable, and efficient, the first impression of the caller or visitor is a positive one. Whether contacting by telephone or in person, a visitor to the school should be welcomed, assisted in a prompt, professional manner, and left with a good impression.

Where would you find information about how to answer the telephone in your school's office?

Information about how to answer the office telephone of the school can usually be located in the office staff policy and procedure manual, as well as on a copy sheet, located near the telephones.

Give an example of one serious consequence that could occur if a teacher was not given an urgent message concerning the pick up arrangements for a student in their care?

One serious consequence of an instructor not having pick-up information for a student could be that the student is left alone for a longer period of time, where there is a higher risk for kidnapping, or other offenses against the child. For example, let's say the normal pickup arrangements for child A is that the parent comes to the school to pick the child up. The parent may call, and inform the school that he or she is unable to pick up the child this afternoon, and they are to walk to a friend's home 1 block away from the school. If that message is not relayed, the student will walk outside, expecting his or her parent. Assuming the parent is simply late, they wait. This leaves a child unattended outside, vulnerable to anyone driving or walking through the neighborhood.

What is the difference between software and hardware?

The difference between software and hardware is vast. Software are programs designed to run on a certain system. Hardware are the machines or devices that run the software. Software can range from word processing programs to games, internet browsers and email clients. Hardware can range from the computer its self to the email server, the tape backup, and the modem attached to the system.

What are the 2 common storage devices used in connection with computers?

The two common storage devices used when dealing with computers are the hard drive and the CD-ROM. The hard drive allows the user to store data that is easily accessible, and quick to retrieve. Conversely, the CD-ROM allows data to be written to CD, providing a reliable, removable back up of data. There are other types of storage, including RAM, floppy drives, and tape backups.

Issues that can occur when the appropriate personnel do not carry out follow-up

Many issues can arise due to a lack of prompt and courteous responses to colleagues or clients. One such issue is a lack of necessary communication. For example, if a colleague asks for specific guidelines on a procedure, and those guidelines are not promptly given, the colleague may not have the information he or she needs to proceed. This can cause lengthy, avoidable delays, which are neither cost effective nor conducive to a favorable working environment.

Another issue can be a matter of safety. If a request for removal of snow blockage is not followed up, for example, the issue prevents a safety hazard that is easily avoidable. If an accident then occurs, there are possible legal issues and health concerns that must then be addressed.

Still another issue that can arise is that, due to a lack of information, different personnel may give different answers when asked the same questions. This leads to a conflict of behaviors and goals that can be detrimental to the organization's environment. When clients are not receiving the same information from all sources within the business, those clients can lose trust in the organization.

In line with the above idea, issues can arise if colleagues are not receiving information promptly, in that they may feel unable to perform their position effectively, causing difficulties among employees in the workplace. If one person is not communicating with another, there can be personnel problems, which in severe cases can lead to harassment issues, as well as simple personality conflicts. Those issues can then present themselves as visible by the clients and other co-workers, causing even more strain.