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. 

 

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. 

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 SchoolCash Catalog Rollover is complete and new Student data has been successfully transferred over to the new school year.  

  • Finalize Budget and Vendor Readiness: 

  • 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 

  • Ensure schools have access to event submissions and category assignment instructions if using SchoolCash Access. 
  • Provide training resources and Getting Started Links for new staff and refresher for returning users. 
     

Inform School Staff 

  • Budget categories and account assignment guidelines, refresher on policies and procedures for the upcoming school year. 
  • Update school year calendar PD Days and Fall/Christmas/Spring Breaks with training plans and refreshers. 

To maximize adoption of SchoolCash Online, it’s 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 below statement: 
    “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: 

  • Welcome Message from the Principal 
  • School Calendar 
  • Contact Information and Emergency Contact Update Instructions 
  • Health and Safety Requirements, Code of Conduct 
  • Academic Information (curriculum, homework expectations, grading policies, etc.) 
  • Lunch and nutrition, Transportation and Extracurriculars 
  • Technology and Communication 

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

  • Help them prepare SchoolCash stations/tables with a computer to encourage parents to sign up for SchoolCash Online – Provide pens or goodies when parents register.
  • Print a QR Code with your SchoolCash Online link to drive parent adoption. 


Don’t forget to consult the Knowledge Base if you have any other questions. Contact our Support Team if you require additional help.  

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