Dear School Administrators,
This is a very busy period for you as you prepare for the start of the new school year. I have outlined key activities that should be on your checklist to help you get things ready in time.
1/. Preparing School Facilities. Your school’s facilities are the backbone of daily operations, so ensure they are in top condition before students return.
General Maintenance: Inspect all buildings, classrooms, and common areas. Address any repairs, such as fixing plumbing issues, repairing broken windows, or replacing damaged tiles. Bear in mind that the safety of your students and staff is a priority.
Fumigation and Pest Control: Schedule a thorough fumigation of all areas, especially boarding facilities, kitchens, and dining halls. This step is vital for creating a safe and hygienic environment. You do not want pests or snakes showing up uninvited to your school, do you?
Touch-Up Work: Freshen up classrooms and hallways with a new coat of paint if necessary. Ensure that desks, chairs, and other furniture are in good condition.
Technology Check: Test all technological equipment, including projectors, computers, and internet connections. Make any necessary upgrades to avoid disruptions during the school year.
2/. Purchases and Supplies
A well-stocked school is a well-prepared school. Ensure that all necessary supplies are ordered and ready for use.
Classroom Supplies: Order enough textbooks, notebooks, pens, and other essential classroom materials.
Cleaning Supplies: Stock up on cleaning materials, including disinfectants, brooms, mops, and trash bags. Hygiene is more important than ever, be prepared.
First-Aid Kits: Replenish first-aid supplies. Make sure all kits are easily accessible and fully stocked.
3/. Financial Preparations
Keeping a close eye on the school’s budget and finances is essential to ensure smooth operations throughout the year.
Budget Review: Revisit the school’s budget for the new academic year. Factor in any unexpected expenses, such as repairs or technology upgrades.
School Fees Collection: Begin following up on fee payments from parents. Set clear deadlines and offer multiple payment options to make it easier for parents to settle their dues.. If the parents need a fee payment plan, by all means grant this to them, but with strict conditions which they must adhere to.
Do a reminder to all parents about your financial policies. Ensure all new parents understand your policies.
4/. Staffing and Teacher Placement
The success of the academic year heavily depends on having the right staff in the right places.
Teacher Assignments: Finalize teacher placements for each class. Ensure that all positions are filled and consider the strengths of each teacher when making assignments.
Staff Orientation: Schedule orientation sessions for both new and returning staff. Cover important topics such as school policies, teaching methodologies, and any new protocols.
Support Staff Coordination: Organize and brief your support staff, including janitors, security personnel, and administrative staff, about their roles and responsibilities for the upcoming year.
Check last minute resignations: While no one expects any staff to leave unceremoniously, you’ll never know what anyone has up their sleeves. Prepare for any surprises that might arise in staffing. Have interviews and a waitlist for various positions. Imagine worst case scenarios and prepare.
5/. Boarding Facilities Preparation
For schools with boarding students, making sure the dormitories are ready is a top priority.
Room Inspections: Check each dormitory room to ensure that beds, lockers, and bathrooms are in good condition. Address any maintenance issues immediately.
Welcoming Boarding Students: Prepare a welcoming environment for boarding students. Arrange for check-in procedures, ensuring they are smooth and organized.
Orientation for New Boarders: Plan an orientation program specifically for new boarding students. Help them acclimate to their new environment and understand the rules and expectations.
6/. Organizing the School Environment
A well-organized school environment contributes to a productive and positive atmosphere.
Assembly Rosters: Create and distribute assembly rosters for the first term.
Classroom Set-Up: Work with teachers to arrange classrooms in a way that promotes effective learning. Consider seating arrangements, displays, and accessibility.
Bulletin Boards and Signage: Update bulletin boards with important information, including the school calendar, rules, and upcoming events. Ensure that all signage is clear and accurate.
7/. Student and Parent Engagement
Engaging students and parents before the school year begins sets the tone for a strong partnership.
Parent Database Update: Ensure that your parent contact database is up-to-date. Correct any outdated information and gather any new contact details.
Parent Communication: Send out welcome letters or emails to parents, outlining important dates, school policies, and any changes for the year.
New Student Orientation: Organize an orientation program for new students. Help them feel welcome and comfortable in their new school environment.
8/. Final Cleaning and Safety Checks
The final preparations before the school doors open involve thorough cleaning and safety inspections.
Deep Cleaning: Conduct a deep cleaning of all school areas, focusing on high-traffic zones such as hallways, cafeterias, and restrooms.
Safety Drills: Plan and schedule safety drills, including fire and emergency evacuation drills. Ensure that all staff and students are aware of the procedures.
Last-Minute Inspections: Perform a last-minute inspection of the entire school. Address any remaining issues to ensure everything is in perfect condition.
9/. Welcoming Students on the First Day
The first day of school is critical in setting the tone for the rest of the year.
Greeting at the Gates: Arrange for a warm and friendly welcome at the school gates. Staff members should be available to greet students and answer any questions.
Opening Assembly: Plan a special opening assembly to welcome students back. Use this opportunity to introduce new staff members, discuss the year’s goals, and inspire students for the year ahead.
Preparing for the start of the new school year is a comprehensive task that requires attention to detail and proactive planning. I hope you have found this useful as an administrator. Ensure that everything is in place for a successful start to the new academic year. Remember, the key to success lies in thorough preparation and clear communication with your staff, students, and parents.
Nancy Ekpezu is a highly experienced education and management consultant, and life coach, with three decades of experience in the education sector. She has served as a school administrator in four reputable schools in various cities in Nigeria.
Nancy is the founder of the Educational Administration Network, a Facebook group with over 16,500 members from various countries, where she shares content on school administration, management, and personal development. She is also the author of three printed books, Dear Educator, The School Administrator’s Companion, and Effective Boarding House Administration, as well as five e-books.
Currently, Nancy is the Lead Consultant and Trainer of Pezu Smith Consulting, where she works with organisations in Nigeria and West Africa to function effectively with proper processes and procedures. She is well-versed in performance management, professional ethics, policies, procedures, recruitment and customer service. Recently, Nancy has contributed immensely to the improvement of boarding house practice in Nigeria.
Nancy has spoken at several reputable platforms, including a TEDx Talk, and has received several recognitions for her outstanding contributions to the development of education in Nigeria. In 2020, she was featured among 100 Admired People in Education by the Excelligent Group, and in 2021, she was named a Global Educational Influencer by the Excelligent Magazine in Asia. In 2022, she was featured as Sheroes Most Inspiring Woman by the Excelligent Group. And in October 2022, she received an award from the International Internship University in India for her contribution to the development of education in Africa.
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