La Luz - Concordis Services Handbook

Table of Contents Concordis Mission............................................................................................................................3 Consultant Services........................................................................................................................ 3 Establishing Strong Foundations.................................................................................................................3 Family & Student Support.................................................................................................................................3 Teacher Training and Professional Development.............................................................................4 Special Needs Consulting................................................................................................................................. 4 Accreditation Preparation and Compliance Guidance.................................................................4 Board Training and Strategic Planning....................................................................................................5 Financial Services............................................................................................................................ 5 Financial Systems Set Up & Design............................................................................................................ 5 Banking & Credit Cards....................................................................................................................................... 5 Bill Payment................................................................................................................................................................6 Donor Data Management.................................................................................................................................6 Accounts Receivable / Revenue Billing....................................................................................................6 Payroll & Tax Compliance...................................................................................................................................6 Monthly Reporting.................................................................................................................................................6 Human Resource Services............................................................................................................7 Hiring Systems.......................................................................................................................................................... 7 Application & Faculty Onboarding Process...........................................................................................7 Screening Process.................................................................................................................................................. 7 Contract Management........................................................................................................................................7 HR File Management........................................................................................................................................... 8 Information Technology............................................................................................................... 8 Technical Support...................................................................................................................................................8 ClassReach Student Information System Support..........................................................................8 Google Workspace Support.............................................................................................................................8 GoDaddy Domain Web Services Support..............................................................................................8 Zoom Support........................................................................................................................................................... 9 Liaison Services................................................................................................................................9 Enrollment Support...............................................................................................................................................9 Contracting Employees.................................................................................................................................... 10 Course Creation and Maintenance........................................................................................................... 10 Forms Creation and Maintenance.............................................................................................................10 Provide Support to Board of Directors................................................................................................... 10 General Administrative Support................................................................................................................. 10 Publications & Advancement..................................................................................................... 11 Campaign Strategy and Implementation............................................................................................. 11

Graphic Design Support for School’s Social Media........................................................................ 12 Marketing Services............................................................................................................................................... 12 Concordis Directory.......................................................................................................................13 Concordis Directors..............................................................................................................................................13 Firm Foundations Academy Service Team.......................................................................................... 13

Concordis Mission Our mission is to walk side by side with Classical Christian schools, equipping them to fulfill their mission. Through strategic partnership and behind-the-scenes support, we provide the administrative, academic, and discipleship tools schools need to thrive. We help schools cultivate operational excellence and Christlike culture—ensuring that educational institutions stand strong and serve faithfully for generations to come.

It is our pleasure to partner with La Luz Christian Academy in the 2025-2026 academic year!

Consultant Services To ensure consistent guidance and accountability, our consultants meet weekly with school leadership, providing space to clarify priorities, address challenges, and chart next steps. The services outlined below reflect our commitment to equipping leaders to strengthen every area of their school within a classical Christian framework.

Establishing Strong Foundations ●​ Philosophy & Mission Development ●​ Curriculum design and alignment (Classical & Christian Education focus) ●​ Clarification of distinctives and theological foundations

Family & Student Support ●​ Parent and board workshops on classical Christian education philosophy ●​ Discipleship and discipline planning with families

●​ Academic planning and student success coaching

Teacher Training and Professional Development This service provides individualized and team-based coaching for teachers rooted in the classical Christian tradition. Coaches observe classrooms, offer feedback, vet lesson plans, and guide teachers in refining pedagogy. Emphasis is placed on formative assessment, classroom management, good discussions, and fostering a Christ-centered learning environment. Teacher coaching also includes spiritual encouragement and vocational development.

Special Needs Consulting This service supports schools in developing thoughtful, grace-filled strategies for students with diverse learning needs.

Consulting may include: ●​ Policy and procedure development, documentation and support plan design (IEP-style support in a classical christian framework) ●​ Staff training on accommodations and modifications, and strategies for keeping the standard within a classical christian framework. ●​ Optional meetings with faculty and family to create discipleship plans between the home and school. ●​ Coordination with specialists and therapists

Accreditation Preparation and Compliance Guidance Concordis provides experienced mentorship to schools pursuing or renewing accreditation through ACCS, or other accrediting bodies.

Support includes: ●​ ●​ ●​ ●​

Document review Process mapping Leadership coaching Timeline management

Mentors help schools interpret standards, prepare for site visits, and articulate how their mission and operations align with classical Christian benchmarks of excellence.

Board Training and Strategic Planning Concordis offers strategic guidance and stewardship support tailored to classical and Christian school boards. This includes training on board roles and responsibilities, stewardship that goes beyond governance, effective policy development, and cultivating a unified vision. Consultants may also assist with board evaluations, conflict resolution, long-range planning, and onboarding new members to ensure alignment with the school's mission and cultural distinctive.

Financial Services Concordis provides comprehensive financial services designed to establish strong systems, ensure accuracy, and promote the ongoing growth of your school. From setting up essential accounting and donor management tools to managing payroll, bill payments, and monthly reporting, our team supports schools with the structure and expertise needed for long-term sustainability.

Below is an outline of the annual services we provide.

Financial Systems Set Up & Design Set up and pay for Accounting Software (currently Quickbooks Online) Set up and pay for Payroll Processing Software (currently QBO Payroll) Set up and pay for Bill Payment processor (QBO Bill Pay Set up Financial Forms and Workflows in School management Software (ClassReach) ●​ Set up and pay for Donor Management Software (Giving Fuel) ●​ Set up and pay for online Board Dashboard reporting software tool (G Accon) ●​ ●​ ●​ ●​

Banking & Credit Cards ●​ Set up Banking / Credit Card Feeds into Quickbooks Online, ●​ Post transactions in QBO from bank feed based on accounting data submitted/approved by school ●​ Monthly Bank Reconciliation done for Checking, Credit Card, and Savings accounts in QBO

Bill Payment ●​ Process bills for payment through QBO, pending school’s reviewal and approval ●​ Set up Vendors in QBO ●​ As applicable, set up 1099 Vendors in QBO - school will need to provide W9 for all vendors / contractors. ●​ Facilitate filing 1099s, pending school review for accuracy, in January per IRS guidelines.

Donor Data Management ●​ Create, Design, and publish Giving Fuel donation landing pages to be embedded into the school's website. ●​ Record all manual (offline) donations received into Giving Fuel, creating donor profiles. ●​ Facilitate filing annual donor letters, pending school review for accuracy, in January per IRS guidelines.

Accounts Receivable / Revenue Billing ●​ Create Customers in QBO (Parents, donors, etc.) as needed to track invoices and payments for accounting purposes. ●​ Record all deposits from online tuition and fee payment portal.

Payroll & Tax Compliance ●​ Set up payroll processing workflow tools in ClassReach ●​ Prepare draft payroll summary review per each payroll cycle (semi-monthly 15th / 30th) ●​ Facilitate review of payroll from school Administrative team ●​ Add new employees to Payroll Processor as needed, inviting employees to set up accounts, direct deposit, and tax information directly into the payroll system. ●​ Facilitate school setting up and filing monthly and quarterly payroll tax withholdings for state and federal purposes.

Monthly Reporting ●​ Attend monthly Finance Committee meetings with either Lead Bookkeeper and/or Director of Finance monthly, or as needed during the onboarding phase.

●​ Generate Monthly Board Dashboard detailing Admissions, Balance Sheet, Profit & Loss, and other key analytical data to be reviewed in meeting and shared with the Board or Finance Committee.

Human Resource Services We understand that your most valuable asset is your people. Concordis partners with school leadership to provide comprehensive human resource services designed to foster a thriving faculty and staff that is deeply invested in the ongoing growth and success of your school community. Below is an outline of our annual services.

Hiring Systems Our HR team streamlines your hiring process through customized Faculty Inquiry Forms, which are linked to your school website, along with job descriptions.

When the school chooses to move forward with a candidate, we record a “teaching audition” as part of the vetting process. The school decides which candidates to advance to an interview, and makes the final decision on hiring.

Application & Faculty Onboarding Process We build your onboarding infrastructure—tailored applicant forms, structured HR folders on our Concordis Shared Drive, and clear applicant pipelines. We manage folders for current staff, previous employees, and applicants (both hired and declined) so nothing falls through the cracks.

Screening Process Once you’re ready to hire, we guide candidates through background checks and mandatory child safety training through Protect My Ministry, ensuring compliance and peace of mind for your leadership team. Volunteers and substitutes are also fully processed through our system, with flexible payment options to fit your school’s policy.

Contract Management We create a custom contract template unique to your school. All contracts are processed efficiently via Docusign, where we also manage a folder for your

contracts.

HR File Management Our team keeps your HR files current—updating records, tracking applicant status, managing background check logs, and maintaining easy-to-use Google Sheets to give your school real-time insight into staffing and compliance.

Information Technology Concordis partners with school leadership to provide information technology services that support schools with software. Below is an outline of our services.

Technical Support ●​ Help Desk Support: Assisting users with technical issues related to ClassReach, Google Workspace, GoDaddy, and Zoom via phone, email, or chat.

ClassReach Student Information System Support ●​ User Management: Assisting with user account creation, permissions, and access control. ●​ System Configuration: Customizing and configuring ClassReach to meet the institution’s needs. ●​ Training: Providing training sessions for administrators and teachers on using ClassReach effectively.

Google Workspace Support ●​ Google Workspace Setup: Assist in configuring Google Workspace, configuring Domain connection and DNS records. ●​ Account Management: Create initial “Info” user and configure Concordis Support user for providing ongoing I.T. support with managing user accounts and other Google Workspace services.

GoDaddy Domain Web Services Support ●​ Domain Management: Assisting with domain registration, renewal, and DNS configuration.

●​ Website Hosting: Providing support for website hosting services, including setup and maintenance.

Zoom Support ●​ Account Management: Assisting with the creation and management of Zoom accounts. ●​ Troubleshooting: Resolving issues related to audio, video, and connectivity during Zoom sessions. ●​ Security Settings: Implementing security measures such as meeting passwords and waiting rooms.

Liaison Services As your dedicated Liaison, we become an extension of your leadership team—handling technical and organizational details so you can focus on your school’s mission. From streamlining enrollment and managing student records to coordinating contracts, financial agreements, and internal processes, we help ensure administrative functions run smoothly, as well as acting as the bridge to other Concordis services.

Enrollment Support ●​ Aid school in establishing timeline for reenrollment and enrollment ●​ Oversee the development of ClassReach forms and enrollment spreadsheet providing enrollment status, class rosters and statistical information ●​ Coordinate school and the Publications and Advancement team in creating Tuition and Fee Schedule, Uniform Policy, School Handbook and other documents to be shared on the website, quarterly newsletters, and on social media (if desired) ●​ Create and support sign ups for open houses, family interviews, student assessments and other school events ●​ Create financial agreements (contracts) for parents to sign as a commitment to pay their tuition ●​ Invoice families ●​ Work with bookkeepers to maintain financial records for school families

Contracting Employees ●​ Generate employee contracts and send them for signature to the school administration and staff person via an online ●​ Provide contract details to the Human Resources team to ensure accurate record storage ●​ Provide contract details to the Finance Department to ensure accurate payroll will be set up ●​ Confirm payroll details are accurate on the school’s budget spreadsheet

Course Creation and Maintenance ●​ Partner with Information and Technology team to create courses ●​ Aid the school in maintaining student records as students add or drop classes ●​ Provide training in the online student management system (ClassReach)

Forms Creation and Maintenance ●​ Design and maintain online forms for needs such as field trip sign-ups, hot lunch orders, discipline records, uniform infractions, consent forms, or extracurricular activity registration ●​ Monitor and track form responses, ensuring that the proper permissions are collected and invoices are applied where applicable

Provide Support to Board of Directors ●​ Maintain a roster of the board members in an online board management system with information provided by the school ●​ Post records and documents as requested by the board or Head of School

General Administrative Support ●​ Help create systems and processes for school administration ●​ Assistance in creating weekly bulletins, to be sent through ClassReach ●​ Troubleshoot and help create solutions when issues arise

Publications & Advancement Concordis partners with school leadership to provide publishing and advancement services that foster a thriving community eager to support the promotion and ongoing growth of the school.

Below is an outline of our annual services. Our staff will make every effort to meet additional needs, as time permits.

Campaign Strategy and Implementation ●​ Up to five (5) GoDaddy email campaigns supported with coordinated graphics for promotional implementation to the broader school community. Please allow five (5) business days for delivery of the first proof.

Suggested campaigns are: Annual Fund (late August: includes design of customized print package for school to mail) Special School Event (per school schedule: Spring Concert, Grandparents Day, etc.)

Year End Giving (November/December, includes customized YEG card) Re-enrollment/Open Enrollment (January through June, including Open House, Info Nights, etc.)

Benefit Event (often held each fall or spring: Gala, Live/Silent Auction, etc.) *School covers printing & shipping costs of any print materials *Quarterly newsletters are not counted towards the five (5) GoDaddy email campaigns.

●​ Meetings scheduled as needed to discuss and implement campaigns above ●​ Donor Management - GivingFuel (software) set up for school; link added to school website for accessible donor account management; landing pages created for each event/fundraising campaign (ticket purchases, etc.); Year End Giving receipts emailed to donors by Concordis Finance team (physical copies may be mailed by the school, if preferred)

Graphic Design Support for School’s Social Media ●​ Identifying a local social media contact is strongly encouraged for consistent, engaging social media presence ●​ Google Drive “Approved Photo” file will be coordinated with school leadership for all marketing use (with school-obtained media release permission from families) ●​ Up to one (1) social media graphic may be designed per week, and sent to school for posting (or posted directly to social media if Concordis is given access to school account); please allow five (5) business days for delivery of first proof ●​ While Concordis offers periodic content suggestions and designs for traditional occasions, approved photos and input are needed from the school for posts; general quote-style, branded templates are available upon request ●​ Schools are encouraged to “boost” occasional posts during January-May enrollment season (ads and post boosting incur fees through Meta, executed by school)

Marketing Services ●​ Website designed and updated as needed; connected to family and faculty recruitment process ●​ Quarterly newsletter created and sent to broader school community through GoDaddy email subscriber list; requires content input from school contact; please allow five (5) business days before delivery of first draft; will send upon approval ●​ Marketing Email list maintained and updated prior to sending marketing emails ●​ Up to three (3) additional print media designs (e.g. posters, $100/design thereafter; excludes promotional materials associated with services above; seven (7) business day advanced request needed before delivery of first proof)

Concordis Directory Concordis Directors Heather Lloyd (Executive Director) ………….. Heather@concordispartners.com Matthew Metcalf (Finance Director) ………………. Matt@concordispartners.com Denise Moor (HR Director) …………………………..… Denise@concordispartners.com Michael Butler (IT Director) ………………………….. Michael@concordispartners.com Anje Rice (Liaison Director) .………………………………... Anje@concordispartners.com Esther Paul (Publications & Adv Director) .… Esther@concordispartners.com

La Luz Christian Academy Service Team Bill Stutzman (Consultant) ……………………..………………. Bill@concordispartners.com Heather Lloyd (Liaison) ……………………………..……..Heather@concordispartners.com Bronwyn Williams (Liaison) …………………….……Bronwyn@concordispartners.com Sam Bassett (Bookkeeper) ………………….…………………Sam@concordispartners.com