Reducing End of the Year Reporting Stress

By Mary Anne Skinner

As we prepare for the end of the year, lots of chaos begins to creep into the school day. We graduate students who have filled our lives with joy; we celebrate kindergartners who made it through the year... even if just barely. These moments are the highlights we must remember as we enter into the end-of-the-year reporting season. Some might argue this is just a natural part of the job. Others might say there has to be an easier way. There are even some who might argue no one looks at this information; however, I can assure you there are people hidden in the halls, rooms, and nooks of the capital city who review and look at your data. 

Each year SSoMTech is asked hundreds of questions about the reporting process. Our answers usually stem from one or two areas that can be easily fixed before the state deadlines. There are so many resources available to run periodically or on a whim to troubleshoot, double-check, or just investigate potential areas of pain and stress. 

First, take a deep breath. You are not alone. Did you know in other states Districts are required to report and have literally NO resources or agencies to reach out to? Our state, albeit not perfect, is amazing (and gorgeous!). We have the AIM unit which has dedicated staff to assist and help. They have User Guides that don't read like car stereo instructions and have pictures to guide us along our journey. In addition to the AIM unit, you also have School Services of MT. We have painstakingly attempted to learn all we can to assist in all reporting endeavors. If we don't have an answer, believe me, we're not afraid to ask. 

Second, start today. Begin working through your Data Validation reports to look at errors. Ask questions. Hunt people down until you get the answer you deserve. It's a moment in time when you command the floor. Mention state reporting and people go wild - not with excitement, but with some variation of emotion. If you don't know where to start, ask. If you are retiring, be kind and help the newbie out. 

Third, frequency. The more frequently we put in our behavior data, the less stress we endure in June. Rolling our calendars as soon as the Board has approved them eliminates June hair loss. Don't stub your TOE. Keep your District Employments up to date- when someone leaves, end date them in Infinite Campus and your payroll system. CTE reporting - call Ghostbusters. End of the year attendance, run it after you have ended dated enrollments. Sync, light a match, throw it behind you, walk away... 

Lastly, don't wait until the week it's due. Start your reporting as soon as you possibly can. This gives you plenty of time to stretch, throw things, clean up messes, and ultimately ensure the data is accurate. Don't let your Administration leave for the summer until they have certified - while kidnapping and holding people hostage are generally frowned upon, don't let them leave. Make them certify your AMAZING work. 

As someone who has learned TOE doesn't mean an appendage on your foot and there truly is a CRAP report, you can do this. Even if you don't take all of these recommendations, try one. You have a support system and people who will ensure you are successful.