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School Districts Stretch Dollars with AIU Shared Services
School Districts Stretch Dollars with AIU Shared Services
By Sarah McCluan
Edward Wehrer, superintendent of the Steel Valley School District, sighed heavily as he gazed at his district’s organizational chart.
The administrative office was in a state of flux. Due to retirements and unexpected medical leaves, several key business and technology positions were suddenly vacant. It was 2021. The country was just starting to emerge from the throws of the COVID-19 pandemic, which had a dramatic impact on the employment landscape. Beyond disrupting day-to-day operations, those vacancies struck a blow to the district’s institutional knowledge. In the past, leaders would have no other option but to scramble for new staff and hope for a smooth transition period that didn’t result in too many unforced errors. In this case, Wehrer had another option: Shared Services offered by the AIU.
A New Approach to an Old Challenge
Since it opened its doors in 1971, the AIU has helped Allegheny County school districts meet their operational challenges as new technology, systems and mandates have changed public education. Districts have historically taken advantage of a variety of AIU administrative services as school systems have stretched and flexed to meet student needs.
In recent years, schools across Pennsylvania have come under increasing pressure from several fronts. Despite historic staffing shortages, districts are expected to provide more services to students while the cost of pensions, health care and charter school tuition takes big bites out of every budget. These and other factors are forcing school leaders to do more with fewer people, less money and very little time. This is where the AIU’s Shared Services offerings fill the gaps.
Shared Services is an operational philosophy that enables school districts to gain efficiencies by strategically centralizing, consolidating and standardizing non-classroom functions. The model provides economies of scale, reduces staffing risks and frees administrative time to focus on student growth and achievement.
An example of this is the AIU’s legacy School-Based Access Program that allows districts to receive partial Medicaid reimbursement for providing health-related services to students with special needs. Patricia Connolly, director of finance and operations at the Chartiers Valley School District, said that the district has been able to stay on track thanks to the AIU.
“The training and support really helps us stay compliant with all the requirements and regulations,” she said. “[School-Based] Access is a complicated program and the AIU provides a high level of expertise.”
In addition to its legacy offerings, the new shared services model includes all areas of school district administration, such as human resources, technology services, marketing/communications and financial functions such as payroll and accounts payable/receivable. Joe Lucarelli, the AIU’s chief finance and operations officer, explained that a shared services approach can leverage common technology, provide expertise and maintain a high level of customer service.
“With shared services, districts find that they have more options as they gain efficiency in the back office,” Lucarelli said. “Those resources can then be reallocated to classrooms and student programs.”
The Steel Valley School District now receives a suite of services from the AIU, including payroll, fiscal operations, marketing/communications and technology services.
“Certainly, our main goal is to educate children,” Wehrer said. “But in many ways, we’re a business too. And when things are running smoothly in the back office, we can devote more energy to our students and families, because in the end, kids come first. It’s all about them.”
Creative Thinking
Walking along the corridors of Duquesne Elementary/Middle School, one can see a district undergoing a transformation. Last August, eighth grade students returned to their home district for the first time in 10 years. Athletic and music programs have been rebooted, and new maker spaces abound. When the district experienced turnover in the business office and in technology support, Superintendent Sue Mariani, Ed.D., didn’t hesitate to reach out to the AIU.
“We were already very happy with the AIU’s marketing and communication services, and so we began to think differently about our business office and technology operations,” Dr. Mariani said.
At the Wilkinsburg School District, the shared services initiative has provided stability in its technology department. Since 2016, AIU personnel have been embedded in Wilkinsburg’s operations to ensure that all platforms, networks and devices are in tip-top shape. The AIU reviews provider contracts, implements the district’s cyber security plan and recommends key technology strategies to district leaders. Superintendent Joe Maluchnik, Ed.D., said the success is due in part to the additional resources that the AIU brings to the table.
“In case someone is on vacation or not in the office, there is a backup for the backup. Someone is always there — not only to provide that everyday support — but for the larger projects as well,” he said.
In addition, system experts provide extra support to Wilkinsburg’s staff and students when needed. This added layer of personalization helps the AIU better understand the unique needs of each district.
“The AIU’s staff is part of our leadership,” Dr. Maluchnik said. “They feel like family.”
Editor’s Note: For more information about the AIU’s Shared Services offerings, contact Dr. Robert Scherrer at robert.scherrer@aiu3.net.
Read more from this issue: Fall 2023
