SUPERINTENDENTS’ TO-DO LIST

School leadership is hard work. Part of what makes it so difficult is that so many areas must be addressed to get the school year started off smoothly. One of the best ways to be prepared is to have a schedule in mind for key events. Take some time to review and have a plan for who will address these and other items now, and you’ll have less stress as the school year progresses and deadlines roll around.

Below is a sample list of monthly “To-Dos” and a few key accountability items you should be aware of during the year (some schools may perform certain functions in different months). It does not include all reporting items, such as monthly claims for child nutrition. For the most recent list of the Oklahoma State Department of Education (OSDE) reporting requirements with due dates, consult their Reporting Requirements Document.

August

■ New staff onboarding

■ Beginning year PD requirements (CCOSA guidelines)

■ Bus evacuation drill reminder and emergency drills (first two weeks of school)

■ Safety Committee review of safety procedures and recommendations

■ Assignments for activity supervision schedule

■ Alternative Ed implementation plan board approved and submitted by Sept. 1. (New date!)

■ Renewal of Advanced Placement courses

■ Review of Direct Certification for Free/Reduced

■ Designation of District Test Coordinator

■ All previous year’s federal programs closed out by August 31

■ All new English learners tested with WIDA ACCESS within 30 days of enrollment

September

■ Estimate of Needs (EON) review and comparison to previous year sent to the county excise board for certification

■ Development of district budget

■ Oklahoma Cost Accounting System (OCAS) Site Code changes due to OSDE by September

■ OCAS Revenue/Expenditure submitted to OSDE by Sept. 1 and any corrections certified by Nov. 1 (New date!)

■ Review of previous year student counts and comparison (consolidated application) to current year (before certification!)

■ Oklahoma School Report Card calculation review and plan to improve

■ Postsecondary opportunities coursework

■ Statutory waiver and deregulation guidance

■ Federal Programs Consolidated Application due September 30

October

■ District capacity and incoming open transfer results

■ Gifted/Talented Plan update and budget due – be sure to maximize your counts!

■ Graduation part-time enrollment

■ Annual accreditation application

■ First Quarter Statistical Report (FQSR) due 10 days following the first nine weeks

■ Initial certified personnel report

■ District bullying policy review

November

■ Review of student enrollment graduation data

■ Low-income student count report

December

■ School board filing for open seat (first week of December)

■ Title I-A comparability report due December 1

■ Dropout report

■ 2nd Quarter graduation part-time enrollment report

■ McRel midyear administration goal review

■ Flex Benefit Allowance report

■ Biliteracy report

■ Title I, Part C migrant report

January

■ Bus evacuation drill reminder and emergency drills (first two weeks of school)

■ District capacity and incoming open transfers

■ Mid-year personnel report

■ OASA Legislative Conference

■ Renewal of superintendent contract and submission of contract to OSDE (once completed)

■ Oklahoma Academic Scholars

February

■ Legislative advocacy

■ School board elections

■ Renewal of site administrator’s contract (date varies by school)

■ Indian Education Title VI, Part 1 Child Count

March

■ Legislative advocacy

■ Annual statistical report due

■ 3rd Quarter graduation part-time enrollment

■ Testing status for exemptions

■ Audit report due in order to make federal claims

April

■ Legislative advocacy

■ District capacity and incoming open transfers

■ Special Ed end of the year report due

■ Budget estimating for next year and School District Budgeting Act

■ Strategic planning for next year

May

■ Legislative advocacy

■ Student data report

June

■ CCOSA Summer Leadership Conference

■ Assessment correction window

■ End of the year personnel reports

■ Chronic absent medical exemption window

■ Statement of open transfers

■ Notification of intent not to rehire a teacher due the first Monday in June

■ Deadline for teacher notification to leave 15 days after the first Monday in June

■ Preparation of board consent agenda for the upcoming year

■ Review of temporary EON or School District Budgeting Act final budgeting review

■ Submission of Teacher and Leader Effectiveness (TLE) and McRel score report

■ Selection and approval of an auditor for the upcoming year

■ McRel administrator goal setting for the upcoming year

■ Assurances, Agreements, and Central Contact due in GMS June 30

July

■ Preparation and planning for the coming year

■ Complete hiring of personnel

■ Prepare beginning of year staff meeting

■ Set bus routes, schedule student physicals and crisis plan meetings, etc.

■ Approve activity accounts and fundraisers

■ End-of-year personnel report and revenue/ expenditure report

■ July-January TLE training and McRel training

■ Open transfer statement followed by quarterly incoming open transfer reports