SGS Indicators Project

Cynthia Cappello, Board of TrusteesMo Copeland, Head of School

Genesis of Project

• Dick Chait, Harvard University Graduate School of Education

• Task Force Model• Dashboard Indicators• Board Chair interest and support

Goals

• Develop a set of metrics used to measure the health and sustainability of the school

• Use these data points consistently over time to evaluate the school

• Set targets, triggers or benchmarks

Digital Dashboards

• Dashboard indicators• Scorecards

Aims

• Visual presentation of performance measures• Ability to identify and correct negative trends• Measure efficiencies/inefficiencies• Ability to trend information• Align strategies and organizational goals• Efficient way to report information

What is an Indicator?

• Key Performance Indicators (KPI)– Quantifiable measurements– Represent critical success factors– Must reflect organizational goals– Do not change frequently over time

What it Won’t Do

• Not intended to measure the effectiveness of the strategic plan

• Not intended to measure every aspect of the school

• Not intended to monitor administrative functions of the Head of School

Project Time Line

• 2 + years– Year 1: Determine what to measure– Year 2: Build metrics

Starting the Process

• Organization must have clearly stated goals– Strategic Plan– Mission – Vision

Selecting the Task Force

• Select working group reflective of organization (Or insure that key people are incorporated into the process)– Administration– Board members– CFO/Financial advisor– Educators– Admissions Director

Selecting the Indicators

• Selecting Indicators– Definable– Measurable– Achievable– Key to the organization’s success– Reflect organizational goals– Limited number

Starting the Process

• Using the Strategic plan as the starting point– Brainstormed ways to measure the goals – Developed questions

Academics Athletics Arts

Test Scores Percent Participation/nonparticipation

Percent Participation/

nonparticipation

Awards Team Successes Recognition

New Programs

Faculty Development

College Admission Statistics

Parent Satisfaction Survey

Alumni Survey

What significant achievements or advancements has SGS made in the arts, athletics and academics?

Is SGS providing a rigorous academic and experiential learning program that prepares students to assume an active role in the local and global community?

Academics

Test Scores 8th grade ERBs, SAT, AP Program (% engaged, % successful)

Faculty Development

Percent of faculty partaking in external faculty development, % of budget spent

College Admission Statistics

Number of colleges applied to, percent admission, dollar amount of scholarships awarded

Parent Satisfaction Surveys

Institute parent survey to be given every 4 years. Top 3 strengths and weaknesses

Alumni Survey Create and institute an alumni survey to be given at 18 months and 3 years post graduation. Top 3 strengths and weaknesses

What significant events can be measured to evaluate performance in these areas?

Selecting the Indicators

• Interviewed key individuals– Head of Admissions– Marketing director– Division Heads– College Counselor, etc

• Is indicator appropriate/useful• What is a meaningful way to measure it

Selecting the Indicators

• Sifted through all of the information• Determined what was in the realm of

administration versus the Board • Reviewed reports historically given to the

Board• Set a goal of selecting 10 key indicators

Selecting the Winners

• For each indicator selected– The question(s) is posed– The indicator is defined– Rules are set– Importance of indicator is discussed

Setting Targets and Triggers

• Historical school data• NAIS/PNAIS data• Determining our peer schools

Displaying the Results

• How to display the information– Easy to interpret

• Bar graphs• Pie charts• Easily identifiable time line• Easily identifiable targets, triggers

– Use of a computer program that interfaced with current programs in use

• Excel

Assigning Responsibility

• When will measurements take place• Who is responsible for obtaining information• Who will maintain the spreadsheet• How will information be reported

Determining Our Peer Schools

• Select similar schools based on– Enrollment– K-12– Not education or religious specific– Mission is college preparatory– School budget– Regional economics– Regional population

Determining Our Peer Schools

• Include schools that we are similar to• Include schools that we would like to stretch

to be like• Try to include schools from the pacific

northwest• Select 12-15 schools

– Understanding that these schools may change over time

Determining Our Peer Schools

• Review how information was to be obtained– NAIS stats– Request participation from schools selected as our

peers

Determining Our Peer Schools

• There were 2 schools that fit all criteria• There were 11 schools that fit 6 of the 7

criteria

Overview of IndicatorsMarketing•#events/quarter

Expenses•Cost per student•Tuition Assistance •Unrestricted operating expenses

Revenue•Amount of money generated per student•Tuition and Fees•Annual Fund Raising

Attrition•Total Attrition•8th-9th

Students•Total Enrollment•Total Capacity

Admissions•New applications•Net new enrollment •Yield

Annual Fund Raising•Trend of giving•Total $/Year

•Parents•Board•Alum•Other groups

Resources•Unrestricted Cash Reserves •Spending off the Endowment

Tuition Assistance•% of students receiving assistance•% of budget spent on assistanceProgram

•Student / Faculty Ratio•Average SAT Scores •AP Pass Rate•College Admissions

Alumni•% graduate in 6 years

Overall attrition is measured against our peer group. The average SGS attrition rate is 8%.

An Example - SGS Attrition

An Example - SGS Attrition

• Questions– What is the overall attrition rate at SGS?– Is this consistent with our Peer schools and NAIS?– What is the attrition rate between 8th and 9th

grades?

An Example - SGS Attrition

• The indicator is defined– This indicator looks at overall attrition at SGS.

SGS’s overall attrition rate is 8%– The average NAIS attrition rate is 10% and our

peer school rate is approximately 11%– Attrition is measured between 8th and 9th grade. – The average attrition rate between 8th and 9th

grades is 16%.

An Example - SGS Attrition

• Rules for gathering information– Statistics are gathered September 1– The triggers are set at 40% (2 standard deviations)

above and below the average attrition rate.

An Example - SGS Attrition

• Importance of Indicator–There are numerous reasons that students/families decide not to return. For some SGS is not a good fit.–There should be a healthy mix of returning students and new students–8th-9th grade attrition is used as a measure of satisfaction

Challenges

• Getting information from our peer schools• Measuring marketing efforts

Response

• Overwhelmingly positive• Some skepticism

– Were indicators all inclusive– Why weren’t certain things included– Why were certain groups excluded

Added Benefits

• Developed an alumni survey– Provides valuable feedback

• Meeting goals of college prep• Students’ perception of education they received

– Connects alumni back to school

Questions?