Symposium 2012: Monday

Enrollment Management: It Takes a Village

Janice Crampton, Executive Director, Association of Independent School Admission Professionals

Discover the importance of partnership and collaboration in achieving your school's targeted enrollment goals. From setting tuition, projecting enrollment, and allocating and distributing your financial aid, full collaboration among members of an enrollment team will assist in ensuring that enrolling and retaining mission-appropriate students and parents happens every year. Learn how to create an enrollment management team that not only supports and advances your efforts but one that is composed of people, programs and protocols that define and articulate who the school is and what the school offers.

Organizational Change: Tailoring a Perfect Fit for the Business Office

Gary Butts, Chief Operating Officer, Miami Country Day School
Marla Leung, Regional Sales Manager, Tuition Management Systems

School business officers across the country deal with the challenge of improving office efficiency while maintaining good relationships with families and staying within budget. Explore one school's partnership with a vendor in utilizing online enrollment, rapid re-enrollment, an online payment gateway, and tuition charge service. Learn how automation assisted with reducing budget and staff resources while improving customer service. Discover how your school can benefit by understanding the nature of change in the school environment and by creating a plan to review and implement changes for improved financial sustainability.

Get It Write: Employee Handbooks

Paul Dubois, Attorney, Schwartz Hannum PC
William E. Hannum, Managing Partner, Schwartz Hannum PC
Sara Goldsmith Schwartz, Managing Partner, Schwartz Hannum PC

Experienced education and employment lawyers will discuss the key policies in the ideal employee handbook for your school. Does it comply with state-specific requirements of your state? Does it have all the bells and whistles for electronic communications, anti-hazing and anti-bullying? If you have not yet implemented an employee handbook—or are considering doing away with the one you have—this program is for you. Review sample policies and checklists, and identify the top 15 policies that every school should implement. Hear practical suggestions for keeping your employee handbook updated and current.

Natural Disasters: Designing Your Insurance Program to Accommodate Risk

Michelle Jackson, Vice President, Bolton & Company
Trent Haas, Assistant Vice President, Claims, The Hartford
Lisa Turchan, Chief Financial Officer, The Buckley School
Ronald Wanglin, Chairman, Bolton & Company

A challenge in designing a school's insurance and risk management program is assessing both the exposure to loss due to a business interruption to the school and how the claim would be adjusted by the insurance carrier. Natural disasters pose a much greater exposure to an extended closure of the school and in many cases, no coverage is being provided under existing coverage programs. The way in which the coverage is written; when the claim occurs, the amount of coverage that you have and your existing contracts and policies all come in to play and can impact dramatically how the loss is adjusted and settled. Learn how this coverage works, ways to calculate your exposure to loss, and listen to real-world examples of claims scenarios that have impacted independent schools.

The 2011 Commonfund Benchmarks Study of Independent Schools

William Jarvis, Managing Director, Commonfund

How does your school compare with its peers in investment and governance practices? In the current stressful economic environment, fiduciaries and staff need objective information to help them make the right decisions. William Jarvis, Head of Research in the Commonfund Institute, will review the results of the FY2011 study, focusing on investment returns, asset allocation, spending practices, debt, governance and staffing at independent schools.

Power Play: Making Renewable Energy Work

Ted Rose, Managing Director, Gravity Renewables Group

Many schools want to incorporate renewable energy into their facilities but quickly uncover a host of issues. Is it better to own a system or finance one? Is it possible to save money with renewable energy or does it always cost more? Drawing on actual examples, explore the economics of renewable energy projects (from both the developer's and school's perspective), timing, regulatory issues, and common pitfalls. Learn the top questions to ask, the most important metrics that determine successful projects, and the pros and cons of the most commonly used financing structures. Discover how a well-structured renewable energy agreement can act as an effective financial hedge for institutions, providing predictably priced electricity insulated from frequently changing utility priced electricity.

Legal Issues in Technology Innovation: E-commerce, Internet, and Social Media

Heather Broadwater, Associate, Venable LLP
Grace Lee, Associate, Venable LLP
Caryn Pass, Partner, Venable LLP

With technology innovation comes new potential legal exposure. Examine issues associated with the use of the internet and social media for marketing, admissions, advancement, and e-commerce. Learn about drafting agreements to improve enforceability and reduce liability, and review privacy issues, monitoring obligations, communication considerations, internet security matters, and the creation of policies that protect the school. Special attention will be given to how these issues impact applicants, students, families, employees, donors, alumni and other school constituents.

Retirement Plan Fiduciary Responsibility

Alanna Brown, Business Manager, Colorado Academy
Jan Chiles, Director of Finance, The Northwest School
Dick Shafer, Executive Director, Well and Good LLC

Discover effective and economical steps to address your retirement plan fiduciary responsibilities. Learn about four critical measures of plan fiduciary strength; plan participation, plan contribution rate, participant asset allocation, and fiduciary communication. Examine best practices for managing fiduciary risk and hear real-life approaches to managing plan fiduciary responsibility and setting fiduciary goals.

You be the Judge! A Mock Employment Law Trial (Part 1)

Michael Blacher, Partner, Liebert Cassidy Whitmore
Jean Campbell, Former CFO, Vistamar School
Paul Galvin, Director of Finance and Operations, San Francisco Friends School
Darrow Milgrim, Senior Vice President, Wells Fargo
Gretchen Reed, Senior Director, Professional Development, NBOA
Mayer Riff, Assistant Head for Fianance and Operations, Marin Cuntry Day School
Donna Williamson, Partner, Liebert Cassidy Whitmore

In this "hypothetical" case, an independent school decides not to renew a long-term teacher's contract. The teacher brings suit claiming that the school unlawfully discriminated against her. The school must not only deal with the litigation, it must address the concerns of the community. Grapple with the legal issues that preceded this decision and the fallout once the teacher's contract was not renewed. Gain insight into the practicalities of employment litigation. Attendees will serve as jurors, weigh the evidence, and then decide the case. Second guess the decisions leading to the lawsuit, critique the strategic decisions made by the school, and see how it all plays out.

Quilting a Coherent Digital Risk Management Strategy

Betty Greene, Chief Financial Officer, University Child Development School
Derek Symer, Principal, AH and T Insurance
Kai Toh, Director of Technology , University Child Development School

While technology has made many business office functions more efficient and streamlined, it has also imposed new burdens and responsibilities. Many independent school business officers must now be "chief privacy/security/technology officers." Learn more about digital technology and its impact in the areas of privacy, data security, exposure to financial risk, as well as liability and compliance exposures relating to data breaches. Examine and discuss safeguarding private data (identity theft, data breaches, compliance and reporting responsibilities), hacking threats and digital crimes (illegal wire transfers, ACH transfers, etc.), PCI compliance, Red-Flag Rules, and government-imposed digital compliance.

Affordable Schools: Strategic Issues In Managing Financial Aid

Mike Flanagan, CEO, School and Student Services (SSS By NAIS)

Managing financial aid forces schools to examine who they serve with their aid programs, how the aid programs balance access and affordability, the impact of a weak economy on aid requests, and the ways in which aid programs are evolving. Explore each of these concepts and analyze national and region-specific trends and statistics on admission, tuition, financial aid grants, applicant pools, the economy, and demographics. Gather essential data and resources to assist yourself in developing an aid program that is both data and mission-driven.

Let's Rent It: The Future of Textbooks

Bill Blaikie, Regional Sales Manager, Follett Virtual Bookstores
Kate Gould, Director of Finance and Operations, St. Paul's School For Girls

School business officers are constantly seeking ways to reduce expenditures for their schools, students, and parents. One of the major financial concerns in the past several years has been the escalating price of educational materials. Many textbook distributors now provide the option of renting new or used textbooks, enabling a savings of more than 50% compared to new textbooks. Learn how text rental programs work, including the rental agreement, the return of books, the option of converting rental into purchase, and the efficiency of the rental program.

People in Glass Houses: Providing Transparency

Thomas Colbert, Assistant Headmaster for Resources, Blue Ridge School

Creating transparency in the business office can build a stronger relationship with your board. Hear how one school created an office where critical information could be accessed at a moment's notice. The school instituted a formal RFP process, implemented an dashboard program for the board, and educated its finance committee on the level of detail available from the school's accounting software. An open door policy that allows board members and upper administration access to needed information for critical choices in fulfilling the mission of the school and is vital to the success of your office.

Giving Facilities A Voice

Bill Keslar, President, Building Solutions

A comprehensive look at the most relevant issues to successfully manage your school's physical plant in the 21st Century. Gather insight and answers gathered from the collective expertise of business officers, facilities managers and business partners working at independent schools from coast to coast.

Making the Path Simple for Strategic Planning (Part 1)

Terry Moore, Director of Consultants, Independent School Management (ISM)

Explore the various options in strategic planning and learn how to quickly and expertly create a highly useable plan. Discuss the various types of planning (both constituent-based and board-based) and demonstrate how either type of planning can be effective. Understand which type of planning is most effective for your school. The workshop will culminate in the creation of a strategic financial plan, making the school's plan truly implementable.

Governance and Management Practices That Built a Resilient Institution in a Volatile World

Dom DiMarco, Chief Operating Officer, Cranbrook Educational Community
Erin V. Ortiz, Analyst, Higher Education and Not-for-Profits Team Public Finance Grou, Moody's Investors Service
Erik Kelly, President, Blue Rose Capital Advisors, Inc.

In order to manage volatility inherent in the financial markets, effective governance and management practices are necessary to survive economic uncertainty and build a more resilient institution for the future. Hear from one school about the challenges of executing and following governance practices and policies, as well as lessons learned to become a more nimble, efficient, and financially stable organization in adverse economic conditions. Learn specific steps taken in areas of cost containment, debt management, and investment strategy that supported improved programming and increased revenues. Examine the challenges and opportunities of accessing the capital markets in the current environment, and recent actions implemented by the school to mitigate risk and manage its debt. Topics will include trends and considerations in accessing the capital markets, key objectives in completing a successful financing, and implementing/reviewing debt management policies.

You be the Judge! A Mock Employment Law Trial (Part 2)

Michael Blacher, Partner, Liebert Cassidy Whitmore
Jean Campbell, Former CFO, Vistamar School
Paul Galvin, Director of Finance and Operations, San Francisco Friends School
Darrow Milgrim, Senior Vice President, Wells Fargo
Gretchen Reed, Senior Director, Professional Development, NBOA
Mayer Riff, Assistant Head for Fianance and Operations, Marin Cuntry Day School
Donna Williamson, Partner, Liebert Cassidy Whitmore

In this "hypothetical" case, an independent school decides not to renew a long-term teacher's contract. The teacher brings suit claiming that the school unlawfully discriminated against her. The school must not only deal with the litigation, it must address the concerns of the community. Grapple with the legal issues that preceded this decision and the fallout once the teacher's contract was not renewed. Gain insight into the practicalities of employment litigation. Attendees will serve as jurors, weigh the evidence, and then decide the case. Second guess the decisions leading to the lawsuit, critique the strategic decisions made by the school, and see how it all plays out.

NBOA Business Operations Compensation Study

Genevieve Madigan, Director, Research and Online Resources, National Business Officers Association

Neighbor Relations: Best Friends or Worst Enemies?

Lenore Fraga, Chief Operating & Financial Officer, The Bishop's School
Brian Williams, Director of Facilities,Westridge School

Part of your job is managing neighbor relations for your school. One school had a project denied by the city that was then approved after working out solutions with the affected neighbors. Another school routinely works with neighbors due to the close proximity of the residences to the school's campus. Hear real-life examples of successes, failures, and tips for dealing with neighbors about construction, traffic, and noise. Discuss the roles that architects, insurance companies, attorneys, and contractors can play.

Aligning Finance and Facilities

Stephanie Cisakowski, Chief Financial Officer, Bellarmine Preparatory School
Jay Pearlman, Director of Product Development, Sightlines

Learn how to use a common vocabulary, benchmarking, and your own staff to understand facilities operations, quantify your backlog, and develop a successful capital planning process with defined outcomes. Hear how one school partnered with a company to accomplish those goals, applying the same level of analytical rigor to both finance and facilities. Discover how they learned key concepts of facilities management and identified strengths and weaknesses within the four core areas of strategic physical asset management; annual stewardship, asset reinvestment, operations effectiveness, and customer service.

Going Virtual: A Case Study in Online Education

Sylvia Pautler, Director for Business and Operations, Lakeside School

Explore an interesting case study from the founders of Global Online Academy—a consortium of 10 independent schools venturing into the world of online education. Discover what it takes to start a new school/business. Learn how research and creativity drives non-linear decision-making. Discuss how business officers might work together to support such a consortium.

That's the Ticket

Hal Davidow, Chief Financial Officer, William Penn Charter School
Daniela Holt Voith, AIA, Principal, Voith & Mactavish Architects LLP

As the performing arts have become an important component of the curriculum, the school auditorium is a venue for generating revenue and supporting the local community. Understand the costs associated with the daily management of such a facility and the opportunities for ROI. Examine programmatic considerations that make this space desirable as a rental facility, including an understanding of the theater qualities which permit maximum flexibility, the level of sophistication that support professional performances, and issues of safety, security, and accessibility.

Making the Path Simple for Strategic Planning (Part 2)

Terry Moore, Director of Consultants, Independent School Management (ISM)

Explore the various options in strategic planning and learn how to quickly and expertly create a highly useable plan. Discuss the various types of planning (both constituent-based and board-based) and demonstrate how either type of planning can be effective. Understand which type of planning is most effective for your school. The workshop will culminate in the creation of a strategic financial plan, making the school's plan truly implementable.

Integrating 403(b) Compliance into Your Risk Management Program

Monica Calhoun, Managing Partner, Giller & Calhoun LLC
Gary Mauger, Managing Partner, New Pinnacle Consullting Group

An IRS audit can be costly and time-consuming. Putting an annual compliance review in place to find and correct errors before the auditors arrive is the best practice in this area. From the IRS perspective, this is a prerequisite for the use of self-correction options under EPCRS. Discover the top 10 issues that should be monitored to avoid tax compliance issues. Hear what the IRS and independent auditors look for in a 403(b) audit. Focus on the risk management issues for your plan including: the benefits of an ongoing compliance review structure, correcting errors that have been self identified and recordkeeping obligations and recommendations. Explore best practices for 403(b) compliance and the advantage that will give you if an IRS auditor is looking at your plan.