End-of-School-Year Procedures for School Administrators

As the school year draws to a close, school administrators find themselves at a critical juncture. Wrapping up the academic year smoothly is essential for setting the stage for a successful start next term. This period requires meticulous planning, coordination, and attention to detail. I believe it does not matter how long you have done this (whether as a newbie administrator or a seasoned administrator or new to the role) a comprehensive end-of-year checklist is something that would be really helpful. I say this as someone who has been an administrator in four schools.

I hope the tips I have shared below help even though this is not comprehensive.

1. Review Academic Progress and Records

Start by ensuring that all student records are up-to-date. This includes finalizing grades, updating student files, and preparing transcripts.

Conduct meetings with teachers to review academic progress and address any discrepancies. Accurate records are vital not only for student progression but also for maintaining the school’s reputation for diligence and precision.

Are you aware of cases where students have been withdrawn by their parents because there were terrible errors in their children's progress reports?

2. Conduct Staff Evaluations

Staff evaluations are an integral part of the end-of-year procedures. Schedule one-on-one meetings with each staff member to discuss their performance, provide constructive feedback, and set goals for the next school year. This is also a good time to review professional development needs and plan summer training sessions if necessary.

In case you need evaluation templates for each of the roles in a school, I have templates for them. I'll tell you how to get them at the end of this article.

3. Plan for the New Academic Year

Start preparing for the upcoming school year. This includes finalizing the academic calendar, updating the curriculum, and planning any new programs or initiatives. Coordinate with your team to ensure that all resources, from textbooks to technology, are ready for use when students return.

What resources will you be purchasing? Have the staff sent in their list of requests which will be vetted and approved? Who will handle the orders? What organisations are you shopping from? Locally? Internationally? When must the orders be in? Plan to the last details!

4. Inventory and Maintenance

Conduct a thorough inventory of all school supplies, equipment, and technology. Identify what needs to be repaired, replaced, or upgraded. This also extends to the physical condition of the school. Schedule maintenance tasks such as painting, deep cleaning, and any necessary repairs during the summer break.

5. Financial Audit and Budgeting

Review the school’s financial status by conducting a year-end audit. Ensure all expenses are accounted for and prepare financial reports. Start working on the budget for the next school year, considering any adjustments needed based on this year’s expenditure.

Ensure to include every department and sectional head in the budget, after which you go through their requests thoroughly with the accountant and streamline the list to suit your school's financial capability.

Pass the budget to the School Board of your employer for approval.

6. Communicate with Parents and Students

Keep parents and students informed about important dates, such as report card distribution, book returns, and the start date for the new school year. Consider sending a newsletter that recaps the year’s achievements and outlines what to expect next year.

7. Celebrate Achievements

Don’t forget to celebrate the accomplishments of your students and staff. Organize end-of-year events such as award ceremonies, graduations, or simple gatherings to acknowledge hard work and dedication.

Remember this: everyone loves to be celebrated or acknowledged for their achievements.

8. Reflect and Improve

Take time to reflect on the past year’s successes and challenges. Gather feedback from staff, students, and parents to identify areas for improvement. Use this feedback to inform your planning for the next year.

9. Create a Yearbook

A yearbook helps you to keep the memories of the school year, with its activities and programmes, alive for a long time! Whether you'd like to opt for the paperback print, hardcover or an electronic copy, it's a good investment every year.

I wrote an article about the importance of a yearbook sometime ago. If I can lay my hands on it, I'll share it here.

Get Your Editable End-of-Year Checklist

To streamline your end-of-year procedures, download the End of Year Checklist for School Administrators from my Selar shop at www.selar.co/m/NancyEkpezu . This editable template is designed to be customized to fit the unique needs of your school, making your job easier and more organized. There are lots of other resources for school administrators and managers on my Selar shop. And you do not need to bother no matter the country or continent you are visiting from.

I've had people from the United Kingdom, Canada, Kenya, the United States of America, Thailand and more, visit and shop there.

Again, check it out here: https://selar.co/end-of-year-checklist-for-schooladministrators

Stay Connected

For more tips, insights, and resources tailored to school administrators, subscribe to my blog at www.nancyekpezu.com/blog .

What other end-of-school-year procedures would you recommend or share with other school administrators?