Business Processes: Education
- Payroll managers track the attendance of teachers and administrators by receiving and processing handwritten timesheets.
- Schools regularly require parents to fill various consent forms, including ones for sports activities and field trips.
- Educators and administrators complete paper leave application forms, and the payroll officers receive and manually enter the information in records before approving the leave.
Because of aging systems, many departments in the education industry still rely on business processes done manually. Five of the most common business processes that are done manually or via a database or spreadsheet application in the education industry are attendance tracking, processing leave, filing claims, enrollment of students, and getting parental consent. Details are below.
Processing Leave Applications
- An example of a business process that is done manually in the education industry is the processing of leave applications.
- The process involves educators and administrators completing a leave application form and the payroll officer receiving, manually entering, and approving the paper request leave applications.
- The payroll department or human resources department is responsible for processing leave applications.
- Tracking the attendance of staff and students is the second example of a business process that is done manually in the education industry.
- K-12 schools employ professionals in various specialized positions, including part-time, full-time, hourly, and salaried employees.
- Payroll managers in K-12 schools are responsible for tracking the attendance of teachers, administrators, and other staff members. The process involves payroll managers receiving and processing handwritten timesheets.
- Teachers also have to perform daily student attendance tracking and keep the attendance records of students. The process involves teachers using attendance notebooks or forms to record the students that attend their lessons.
Registration, Enrollment, and Admission
- A third example of a business process that is done manually in the education industry is the registration and admission of students.
- The process involves students standing in lines to collect admission forms, fill the forms, return them to the right office, and make fee payments.
- Students also have to register for courses by filling different forms. Admission staff members then organize all the submitted admission and registration forms, analyze them, check students' eligibility for the applied courses, clarify illegible handwriting or unanswered questions on the forms, check for errors, validate student documents, and decide whether to register a student.
- Filing claims and expense workflows is another business process done manually in the education industry. It involves employees filing claims and expense spending with the accounts department for reimbursements.
- The process usually requires staff members, such as teachers, to fill the reimbursement claim form (including for travel expenses), attach all bills and receipts, submit the form to the accounts department, receive an acknowledgment of submission, and follow up in person or through the post for the claim to be cleared.
Obtaining Parental Consent
- Schools regularly get parental consent for a variety of issues. They use various consent forms, including ones for health, sports activities, information releases, field trips, volunteering, and who parents allow to pick their child up from school.
- The process involves school teachers sending consent forms to parents or guardians and requesting them to fill and sign the forms. The students take the forms back to teachers, who manually check the forms to ensure that the required information was entered and signed.
For this research on the most common business processes done manually or via a database or spreadsheet application in the education industry, we leveraged the most reputable sources of information available in the public domain, including industry databases such as The Educator and Frevvo. We defined the most common business processes as those that were identified by industry experts or those that were repeated in more than one reputable source.