Roles & Responsibilities

Assign one named owner for every major function. One person may hold multiple roles to start. Every department needs a primary and a backup. No drift.

Daily Morning Huddle

10 to 15 minutes before students begin the day. Department leads only. Identify risk, assign action, confirm priorities.

End of Day Review

10 minutes after dismissal. Capture what happened, what needs follow up, and what must be fixed before tomorrow.

Zoom

Live and scheduled Zoom sessions for the school. Add a meeting link, schedule it, and text the link to parents. Parents and students see the live banner from their portal.

Weekly Leadership Report

Each department lead completes this before the weekly leadership meeting. Submit by Sunday 1800. Review Monday 0700.

Monthly Strategy Review

Progress against goals, enrollment, partnerships, growth. School Leadership Team and Advancement lead. Rolls up the four prior weekly reports and reads them against the quarterly priorities.

5 Paragraph School Orders

Use whenever leadership needs to communicate a plan, event, operational change, student intervention, schedule adjustment, safety issue, or major directive. Every order answers the same five questions.

Student Concern & Intervention Tracker

Track academic, behavior, attendance, mentorship, and wellness concerns. Issues do not disappear in conversation. Every concern has an owner, a next step, and a follow-up date.

Attendance

Campus Check In

One shared check in code for the whole campus, owned by Records. Students scan it from their portal. Their portal login identifies who they are and the 150 yard geofence confirms they are on site. Print the same code onto individual student badges below.

Trips

Every trip planned, in progress, or completed across the school. Trips track travelers, budgets, and payments end to end.

Calendar

Every follow-up date, deadline, and event from across the school in one place. Click any tile to drill into the source record. Click an empty day to add an ad-hoc event.

Action Item Tracker

Every task that comes out of a huddle, meeting, concern, or parent issue belongs here. Owner. Due date. Status. No drift.

School Communication Responsibilities

Clarify what communication channel should be used for each type of issue. Right message, right channel, right time.

30-Day Implementation Checklist

Four weeks. Four focuses. Stand the system up without overwhelming the staff.

First Leadership Meeting Agenda

Use this 70-minute agenda the first time you introduce the operating model to the leadership team.

Inbox

When one department finishes work that another department needs to pick up, send it as a transfer. Nothing falls through the cracks. Every item has a sender, a receiver, and a status.

Performance Reports

Every athlete's performance data in one place. Add or import a report, or bring in a whole team from one spreadsheet.

Employee Directory

Every staff member, coach, and contributor in one place. Names added to a department's team in the Roles & Responsibilities automatically populate here. Owner fields across the dashboard pull from this directory.

Planning & Coordination

Anything bigger than an action item lives here. Projects can span multiple departments, each contributing their piece. Track from Planning through Complete.

Clubs & Community Service

Set up school clubs and community service activities. Pull members straight from the student roster, assign who’s in charge, and record when and where each one meets.

Student Master Roster

Every student enrolled at The Gillion Academy. Click any student to view or edit the full record. This is the single source of truth for student information, emergency contacts, and medical/allergy data.

Leadership Awards

Honor Roll, Dean's List, and Player of the Month — recognize students and manage every award in one place.

Student Admin & Records

Enrollment, attendance, student files, parent contacts, staff records, and compliance.

Academic Progress

Schedule, academic execution, classroom flow, and the rhythm of student development.

Athletics & Student Development

Basketball training, performance standards, athlete accountability, and the pathway to college and pro.

Student Support & Intervention

Behavior, intervention, mentorship, life skills, and character development. Early warning before failure.

Logistics & Facilities

Supplies, equipment, rooms, transportation, maintenance, and event setup.

Comms & Technology

Parent comms, staff comms, learning platforms, dashboards, and all systems.

Strategy, Growth & External Relations

Enrollment growth, partnerships, fundraising, community, and college pathways.

Data & Backup

Your live school data lives in the cloud and syncs across every device automatically. The tools below work on a downloadable copy of that data on this device — handy for keeping an offline backup file. They do not change the cloud on their own.