13: School Digital Administration and Physical Learning Environments

Integrate Digital Tools to Improve Education Administration

This lesson introduces you to key areas of school administration supported by digital tools and ICT systems. It covers classroom management, staff and human resource management, communication and collaboration, finance and accounting, library and resource management, examination and assessment, monitoring attendance and discipline, facilities and asset management, and decision-making support. By exploring these areas, you will understand how technology improves efficiency, organisation, and accountability in schools. Developing this competence is valuable in daily life as it builds problem-solving, organisation, and management skills that are useful in both education and the wider workplace.

a.   Classroom Management

(i) Student Information Management (EMS)

Student Information Management (EMS) plays a crucial role in effective school administration by ensuring accurate and efficient handling of student data. It enables schools to store and update essential student records, including personal details, attendance, and academic performance, in a secure and organised manner. The system also facilitates tracking of student admissions, enrolments, and transfers, making it easier to monitor the movement and progress of learners. Teachers can conveniently use mobile phones to record attendance, reducing paperwork and improving data accuracy. Additionally, the system supports scheduling and sending reminders to students about important academic activities, deadlines, or events, thereby enhancing communication and time management within the school.

Three tools that can be used to create a Student Information Management System (EMS):

1. Google Workspace for Education – Offers integrated tools such as Google Sheets, Forms, and Classroom that can be customised to record, store, and manage student information efficiently.
2. Microsoft Power Apps – Enables schools to design and build customised EMS applications for managing student data, attendance, and performance tracking without extensive coding.
3. OpenSIS (Open Source Student Information System) – A dedicated EMS platform designed for schools to handle enrolment, attendance, scheduling, and grade management.

Three tools that can be used to create a Student Information Management System (EMS):

1. Google Workspace for Education – Offers integrated tools such as Google Sheets, Forms, and Classroom that can be customised to record, store, and manage student information efficiently.
2. Microsoft Power Apps – Enables schools to design and build customised EMS applications for managing student data, attendance, and performance tracking without extensive coding.
3. OpenSIS (Open Source Student Information System) – A dedicated EMS platform designed for schools to handle enrolment, attendance, scheduling, and grade management.

Example of best practice of EMS: A best practice example is the use of OpenSIS in schools where all student records, including admissions, attendance, grades, and communication logs, are stored in a single digital platform. Teachers update attendance using mobile devices, administrators generate automated reports, and parents can access student progress through secure portals. This integration promotes transparency, reduces administrative workload, and improves decision-making based on real-time data.

(ii) Timetabling and Scheduling

Timetabling and Scheduling is a vital component of school management that ensures the smooth organisation of teaching and learning activities. An effective system allows schools to generate class timetables automatically, reducing the time and errors associated with manual scheduling. It also helps in organising examination timetables and managing the allocation of resources such as classrooms, teachers, and equipment efficiently. By automating these processes, schools can minimise conflicts, ensure optimal use of resources, and enhance overall coordination. Two useful tools that can assist in automating timetabling are aSc Timetables, which provides easy-to-use features for creating and adjusting class schedules, and FET (Free Timetabling Software), an open-source solution that generates conflict-free timetables based on user-defined constraints.

(iii) Monitoring Attendance and Discipline

Monitoring Attendance and Discipline is an essential aspect of school management that promotes accountability and a positive learning environment. Through digital registers, schools can efficiently record attendance for both students and staff, reducing paperwork and ensuring data accuracy. The system allows for tracking lateness, absenteeism, and disciplinary records, enabling early identification of behavioural or attendance issues that may affect learning outcomes. Administrators and teachers can use the collected data to generate reports and take timely corrective actions. Tools that can support these tasks include Google Sheets integrated with attendance tracking apps for easy data sharing and updates, SchoolTool for managing attendance and discipline records, and ClassDojo, which helps teachers record behaviour patterns and communicate progress with parents in real time.

b.   Staff and Human Resource Management

Staff and Human Resource Management is a key area of school administration that ensures efficient coordination and utilisation of human resources. It involves managing staff records, including qualifications, payroll details, leave history, and performance reports, to maintain transparency and accuracy in personnel management. The system also supports recruitment and appraisal processes, enabling administrators to track applications, conduct evaluations, and assess staff performance based on set criteria. By digitising these functions, schools can streamline HR operations, enhance accountability, and promote professional growth among staff. Tools such as BambooHR and Zoho People can be used to automate staff record management, performance appraisals, and recruitment processes effectively.

c.   Communication and Collaboration

Communication and Collaboration are fundamental aspects of effective school management that foster transparency, engagement, and teamwork among all stakeholders. Modern systems enable schools to send notices, circulars, and newsletters efficiently through emails, SMS, or online portals, ensuring that important information reaches parents, students, and staff on time. These tools also facilitate communication between teachers, parents, and the wider school community, strengthening relationships and promoting shared responsibility in students’ learning. Furthermore, schools can hold virtual meetings and make announcements through platforms such as Zoom and Google Meet, allowing participation even when physical attendance is not possible. Such digital communication systems enhance collaboration, save time, and promote a more connected and responsive school environment.

d.   Finance and Accounting 

Finance and Accounting is a central area of school management that ensures transparent and efficient handling of financial resources. It involves managing school fees, including billing, issuing receipts, and monitoring arrears to maintain accurate financial records and improve revenue collection. The system also supports budgeting and expenditure tracking, allowing administrators to plan, allocate, and monitor the use of funds effectively across various departments. In addition, schools can produce financial reports that provide clear insights into income, expenses, and financial performance, aiding in accountability and informed decision-making. Tools such as QuickBooks and Tally ERP 9 are widely used to automate financial management tasks, generate accurate reports, and ensure compliance with financial regulations within the education sector.

e.   Library and Resource Management

Library and Resource Management is a vital aspect of school administration that ensures students and staff have efficient access to learning materials. It involves maintaining digital catalogues for books and other educational resources, making it easy to search and locate materials quickly. The system also allows for tracking borrowing and returns, helping librarians manage inventory, prevent loss, and maintain accountability. Additionally, schools can provide access to e-books and online resources, expanding learning opportunities beyond the physical library and supporting research, independent study, and digital literacy. Tools such as Koha and LibraryThing can be used to automate cataloguing, circulation, and resource management, creating a modern and efficient library environment.

f.    Examination and Assessment 

Examination and Assessment management is a crucial function of school administration that ensures fairness, efficiency, and accuracy in evaluating student performance. It involves creating and managing exam papers digitally, which simplifies the process of setting, distributing, and securing assessments. The system also enables recording and analysing results, allowing teachers and administrators to track student progress and identify learning gaps more effectively. Furthermore, schools can generate report cards automatically, saving time and reducing errors associated with manual entry. Tools such as Google Classroom, Exam.net, and ThinkWave can be used to manage examinations, analyse performance data, and produce professional report cards, ensuring a transparent and well-organised assessment process.

g.   Facilities and Asset Management

Facilities and Asset Management is an important component of school management that ensures the effective utilisation and upkeep of physical resources. It involves keeping detailed records of classrooms, laboratories, and equipment, allowing administrators to monitor the availability, condition, and usage of school assets. The system also supports scheduling maintenance and managing facility usage, ensuring that repairs are conducted on time and that resources are allocated efficiently for different academic and extracurricular activities. By adopting digital tools such as AssetTiger and SchoolDude (Brightly), schools can automate inventory tracking, maintenance scheduling, and reporting, which helps extend the lifespan of assets, reduce operational costs, and maintain a safe and conducive learning environment.

h.   Decision-Making Support   

Decision-Making Support in school management focuses on using data-driven insights to improve planning and overall institutional performance. By applying data analytics, schools can identify performance trends among students, teachers, and departments, enabling evidence-based interventions to enhance learning outcomes. The system also facilitates the generation of detailed reports for school boards and education authorities, providing clear and accurate information for compliance, evaluation, and policy formulation. Additionally, decision-support tools aid in strategic planning, helping administrators allocate resources effectively, set realistic goals, and monitor progress over time. Platforms such as Power BI and Google Data Studio can be used to visualise and analyse school data, turning complex information into actionable insights that guide informed and efficient decision-making.