In the operation of a school and teaching classes, administrative work to record students’ learning progress must also be carried out in parallel. However, managing information on classes and students in an analog way is not “proper management” because it requires a lot of time and effort and causes a lot of mistakes.
Therefore, a system is necessary for “digitization of operations” in the management of school. On the other hand, many people may be wondering, “I am not familiar with IT, so I do not know which app or system to choose.
In this issue, we will focus on 5 systems that can be used for student management in schools for below people.
- “I am having trouble managing student and instructor information because it is complicated.”
- “We are looking for a system to help us to manage information regarding school and students.”
- “It is the first time to introduce a system, so we would like one that can be used from free of charge.
If you are a person in charge of a school, you can find the best system to manage not only “class reports” but also “student and instructor schedules” appropriately by referring to this article.
Contents
- 1 3 points for selecting a system for schools
- 2 5 school management systems to streamline the operation of school
- 2.1 Stock| A system to easily manage student progress and reports
- 2.2 Alma| SIS that connects school administrators and parents
- 2.3 Ellucian| A system with a full range of useful functions for school management
- 2.4 QuickSchools| It is for small to middle scale institutes
- 2.5 MySchool| A tool can compile school information
- 3 5 recommended applications for systemizing tutoring schools
- 4 3 advantages of introducing an system for school
- 5 3 information that should streamline management in the operation of school
- 6 Summary of systems for efficient management of school
3 points for selecting a system for schools
Here we explain the key points for selecting a system for schools. When selecting an app for tutoring schools, be sure to keep the following points in mind.
(1) Are there too many or too few necessary functions?
First, make sure that there are not too many or not enough functions.
If there are too many functions, instructors and staff who are not familiar with IT will not be able to use them, and if there are too few functions, they will not be able to do what they want to do.
For example, a “template function” that allows you to standardize the way you write course information is a good match for creating reports addressed to students’ parents. However, functions that are not related to information management, such as “a function that allows you to change the design of the tool,” are unnecessary.
Although what you want to do differs depending on the size and form of the school, it is essential to confirm that the tool does not have excess or insufficiency of the necessary functions.
(2) Can the information be managed centrally?
The next point in the selection process is whether or not the tool can manage information centrally.
If all information is managed in one tool, it will be easier to find the necessary information and save time. Especially in schools with a large number of students, if information is not managed in one place like a database, time will be spent on “finding information” rather than “teaching.
Therefore, it is important to introduce a tool like Stock that can centrally manage all kinds of information, from student charts to instructional reports, and set up a system that allows students to quickly find the information they need.
(3) Can anyone use it easily?
Finally, the system should be “easy for anyone to use”.
Multifunctional tools are complicated to use, and instructors and staff may not be able to master them. Also, if the tool is not used, the cost of introducing it will be wasted, so a simple tool that can be operated reliably within the school is necessary.
Therefore, if a tool that can be easily used by anyone is introduced, even instructors and staff who are not good with IT will be able to use it. If the tool is intuitive, there is no need to lecture each student on how to use it, so training costs can be reduced.
5 school management systems to streamline the operation of school
Below are 5 systems that streamline the operation of tutoring schools.
In a tutoring school, all information must be shared accurately. On the other hand, verbal and paper communication can lead to miscommunication and loss of materials, so a system that can reliably share important information is essential.
Some schools have introduced chat apps, but due to the nature of the communication buried, it is difficult to quickly find necessary information later. Therefore, “a system that allows anyone to manage all information, including student information,” is essential for schools.
In conclusion, the system that should be introduced is Stock, which is easy to use anyone who are not good at IT and can find necessary information quickly. In addition, at the schools that have actually introduced Stock, not only has sharing student information become easier, but even parental satisfaction has improved.
By leaving student information in a “Note” in Stock and using “Message” linked to the notebook, instructors and staff can communicate with each other without mixing topics. Furthermore, with the “1 Folder Guest Authority,” which allows you to invite as many people as you like for free, you can also centralize the sharing of information to parents.
Stock| A system to easily manage student progress and reports
The simplest tool to stock information "Stock"
https://www.stock-app.info/en/
Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
＜Why do we recommend Stock?＞
- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
- Amazingly easy information storing and task managementIt is amazingly easy to store information such as shared information within a company, and intuitive task management is also possible.
＜Stock's pricing＞
- Free plan ：Free
- Business plan ：$5 / User / Month
- Enterprise plan ：$10 / User / Month
Alma| SIS that connects school administrators and parents
Features of Alma
- Choosing from 3 types
Since Alma has the 3 types for States, Districts, and Schools, you can choose the type according to your environment and scale for management.
Actual image of Alma
- Can manage various information
The dashboard of Alma can manage all of information regarding school information in one screen. If you are hard to search information, you can use search bar and can find it.
Note of Alma
- Management will be harder by jurisdiction scale
As the features of Alma will be increase according to jurisdiction scale such as District, States, School.
Pricing of Alma
- You need inquiry.
Ellucian| A system with a full range of useful functions for school management
Features of Ellucian
- Cloud based student management system
Ellucian is the multifunctional system for institution of higher education from 3,000 to 15,000 scale, and has feature that tailoring major cloud services such as AWS and ITB and so on.
Actual image of Ellucian
- Campaign of your institute can be managed correctly
You can use it for various situation such as regardless of the scale of the institute.
Note of Ellucian
- Highly expertise to install it
It needs highly expertise to install and work correctly in your institute because of multifunctional systems and definition of requirement.
Pricing of Ellucian
- You need inquiry.
QuickSchools| It is for small to middle scale institutes
Features of QuickSchools
- Intuitive student management system
Unlike the major scale of SIS, you can use it for institute that has not many students, and Quickschools allows you to manage gradebook and evaluation for each student.
Actual image of QuickSchools
- Managing the score of detail of each student(Above image refer to QuickSchools official site)
As the QuickSchools can stock information of each student such as grade book, status of homework, and score of each semester.
Note of QuickSchools
- Parents communication is Apollo plan or more
If you need to contact parents of each child, you should use Apollo plan or more.
Pricing of QuickSchools
- Gaia: $0.99/user/month
- Apollo: $1.49/user/month
- Athena: $2.99/user/month
- Enterprise: You need inquiry (It is for institute having 300+ students)
MySchool| A tool can compile school information
Features of MySchool
- Access school data with just a few clicks
The school information that is used by various members is compiled in MySchool
Actual image of MySchool
- Can manage status by each student
Intuitive dashboard allows you to check and manage information. Also, you can search it when you need.
Note of MySchool
- Pricing is not opened
If you want to use it, you need inquiry at MySchool’s contact form.
Pricing of MySchool
- You need inquiry.
5 recommended applications for systemizing tutoring schools
Below is a comparison chart of 5 recommended apps for systemizing tutoring schools.
| Stock | Alma | Ellucian | QuickSchools | MySchool | |
|---|---|---|---|---|---|
| Features | A system to easily manage student progress and reports | SIS that connects school administrators and parents | A system with a full range of useful functions for school management | It is for small to middle scale institutes | A tool can compile school information/div> |
| Points to note | Specialized in managing and sharing information | Management will be harder by jurisdiction scale | Highly expertise to install it | Parents communication is Apollo plan or more | Pricing is not opened |
| Official site | For detail of Stock, click here. |
Different systems can do different things, so use the above comparison chart as a guide to implementing the best system for your company.
3 advantages of introducing an system for school
Here are 3 advantages of introducing a system for schools. If the entire company knows the benefits to be gained from the introduction of it, it will spread quickly.
(1) Operational status can be visualized
The first is the merit of being able to visualize the operational status of the tutoring school through the introduction of the application system.
If the number of teacher shifts and students is managed by paper or Excel, it is time-consuming to respond when a teacher suddenly becomes absent or the number of students attending a class increases or decreases.
On the other hand, if a system is introduced, the number of instructors and students for each day can be easily tracked, allowing for flexible responses to sudden schedule changes. Therefore, we recommend the use of an app system to “visualize” the operation status of a cram school.
(2) Finding information quickly
Second, a system allows you to quickly find the information you need.
If you manage your school’s information in Excel or Word, it takes time and effort to open the file. However, with a system, you can use the “search” and “folder” functions to instantly access necessary information, solving the need to go through the trouble of searching for it.
In particular, in order to find necessary information quickly, it is necessary to introduce an information sharing tool such as Stock, which has a powerful search function, and establish a system that facilitates work.
(3) Information sharing made easy
Third, information sharing becomes easier with the introduction of systems.
With analog information sharing methods such as paper or verbal communication, even if there is urgent information, it cannot be conveyed until the staff arrives at work. Another method is to use chat app to communicate, but in the chat format, information flows and there is a risk of missing important information.
Therefore, by introducing a system that can be used not only on PCs but also on smartphones and iPads, it is possible to communicate regardless of time and place.
3 information that should streamline management in the operation of school
The operation of a school requires a variety of administrative tasks. Among them, here are 3 management information that should be streamlined with the use of a system.
(1) Management of student medical records
First, you should use a system to manage a database of “medical records”, which is a compilation of students’ personal information and grade information.
If privacy-related information is managed on paper, the risk of loss increases. In addition, as the number of students increases, management becomes more complicated, and paper has the disadvantage of making it difficult to quickly find the desired material.
Therefore, it is important to switch to system-based management of student information medical records, and then to organize them hierarchically in “folders” for easy access to information. For example, if the information is stored separately by class, it will be easier to quickly find information on a particular student.
(2) Management of staff and instructors
Second, it is important to manage staff and instructor shifts with the system.
If you are managing staff and instructor shifts on paper or Excel, you will have to create a new shift schedule in case of sudden absences, which is time-consuming.
However, if you manage shifts with a system, it is easy to update them, so you can always see the latest attendance status. This prevents problems such as “a teacher not showing up for work due to miscommunication even though it is his/her work day”, and allows for smooth operation of the school.
In addition, shift management for staff and instructors is less burdensome if it can be handled not only by PC but also by smartphone apps. Manage the information with a system such as Stock, which allows you to update information quickly and easily even on the small screen of a smartphone.
(3) Manage parental correspondence
Third, the system should manage records of parental correspondence, such as complaint handling and interview records.
In particular, if records of interviews and complaints are stored in the system, they can be horizontally deployed as a parent response manual. In addition, if a record is kept of each meeting, information can be accumulated with each meeting, leading to better guidance for students.
Therefore, it is important to save records of parent-teacher correspondence in the app and set up a system that allows you to use past information.
Summary of systems for efficient management of school
We have focused on 5 systems that can be used to manage students at tutoring schools. There are 3 ways to choose a system for schools.
- The system must not have excessive or insufficient functions necessary for operating a school.
- The system must be able to manage information centrally so that necessary information can be accessed immediately.
- Easy to operate so that all instructors and staff can use the system.
Of the above 3 conditions, the third, “easy for anyone to use,” is a prerequisite. If the system is multifunctional, instructors, staff, and parents who are not familiar with IT will not be able to use it, so “a simple system with no excess or deficiency of necessary functions” is essential.
In conclusion, the system that your company should introduce is “Stock”, which allows even anyone who are not good at IT to easily manage and share information about their schools.
Free registration takes only 1 minute, so using Stock to streamline your tutoring school’s information management.
