Overview

As district leaders, your role is to set the tone, provide the tools, and ensure alignment across all schools. Back-to-school is the ideal time to reinforce your district's commitment to safety, efficiency, and digital transformation.


This guide outlines a strategic approach to help you lead a successful start to the school year, along with rollout and adoption of SchoolCash Online across all of your schools.


Important

The following content is intended as a set of general recommendations and best practices to support back-to-school readiness. Roles and responsibilities may vary by district, union agreements, or local policies. This guide is not intended to override or replace official procedures.


For more communication tools, tips and resources to help you boost parent registration and usage for SchoolCash Online, go to https://www.kevclientsuccess.com/resources.

Key workflows

Here are our recommendations when coming back from the summer break:

  • Review system access and user roles: Audit all online system users across all schools. Remove inactive users and confirm correct permissions for principals, bookkeepers, and teachers. Review User Management in SchoolCash.
  • Confirm catalog rollover and closeouts:Ensure catalog rollover is complete and new student data has been successfully transferred to the new school year.
  • Finalize budget and vendor readiness: Confirm fiscal year rollover, update account codes, and reconcile outstanding purchase orders. Review vendor contracts and contact information. Here is more information on Year End Accounting Rollover with SchoolCash.
  • Verify inventory and hardware:
    • Review computer connectivity and test with associated printers.
    • Inventory your bookkeeping supplies - checkbooks, deposit slips, laser receipts, and Point of Sale (POS) thermal rolls - and reorder as needed. Order more SchoolCash supplies here.
    • Test and confirm Point of Sale hardware connectivity. View SchoolCash POS setup requirements here.
  • Distribute financial guidelines: Share updated purchasing policies, reimbursement procedures, and budget limits with all schools.

Common back-to-school tasks in SchoolCash

Inform school staff

Budget categories and account assignment guidelines, and a refresher on policies and procedures for the upcoming school year, should be shared with school staff.

Update the school year calendar, including PD Days and Fall, Christmas, and Spring Breaks, with training plans and refreshers.

To maximize adoption of SchoolCash Online, it is essential to align school-level messaging with district-wide goals.

  • Remind schools that SchoolCash Online should be the preferred method of payment to increase efficiency. Use the statement below:

"For increased safety and efficiency, we're reducing the volume of cash and checks coming into our schools. By using SchoolCash Online, we can save hundreds of hours over the school year for our Teachers and School Office Staff."

Inform parents

Help schools organize their back-to-school materials, including the following:

Are your schools hosting Back-To-School nights or events?

  • Help them prepare SchoolCash stations or tables with a computer to encourage parents to sign up for SchoolCash Online. Provide pens or goodies when parents register.
  • Print out and send a SchoolCash Online Poster or card handouts for schools to distribute.
  • Print a QR Code with your SchoolCash Online link to drive parent adoption.

Outcome

With these steps, your district finance team will be well-positioned to support every school's financial operations and ensure a smooth, efficient start to the year.

Troubleshooting

  • You need additional help - Explore the Knowledge Base for helpful how-to tips or reach out to the Support Team for further assistance.