AASBO Advisor Overview

AASBO

BUSINESS MANAGER

INTERNSHIP

PROGRAM

AASBO Advisor Overview

Topics & Objectives

This is a brief overview of the content of the program. Each week focuses on a different topic and objective

Assignments

The Assignments are designed to guide each week’s topics & objectives.

The Discussion Questions are designed to prompt activities and bring the content to life. Once these questions have been introduced, facilitate the discussion and/or activity toward the related learning objectives for the internship.

WEIGHTING OF ASSIGNMENTS

The following are the weighting of assignments for the internship.

ASSIGNMENTS / PERCENT
Goals & Objectives (Week One) / 5
Weekly Discussion Questions (All Weeks) / 24
Weekly Commentaries Including Interviews (All Weeks) / 24
Internship Notebook Including Professional Skills List (Week Twelve) / 25
Professional Portfolio (Week Twelve) / 10
Attitude and Professionalism (All Weeks) / 12
Total / 100

Internship Participant Responsibilities

Welcome to the Business Manager Internship Program offered through AASBO. The following is a list of responsibilities for each of the participants in the program.

INTERN

The purpose of the internship is to provide an opportunity for the intern to explore content areas from the perspective of a business manager. The intern may select either a twelve or six week internship.

1.  Selection of the twelve-week (8 hours per week) or six-week (16 hours per week) program. Each program requires completion of 96 hours.

·  If the intern has chosen the twelve-week program, he/she will be responsible for the assignments assigned each week in the module.

·  If the intern has chosen the six-week program (16 hours per week), he/she will be responsible for two weeks’ work each week. For example, after completing the first full week of the internship, Week One and Week Two assignments will be submitted.

·  Call the AASBO office to arrange for an AASBO advisor. Select the location and gain acceptance of a business manager to serve as the site supervisor.

·  The intern will be assigned an AASBO advisor who will be responsible for visiting the site, if possible, evaluating assignments, and providing assistance throughout the internship.

2. The intern will be responsible for the following:

·  Establish goals and objectives jointly with the site supervisor.

·  Obtain the AASBO advisor’s approval of the established goals and objectives.

·  Submit responses to the weekly Discussion Questions provided by the AASBO advisor.

·  Submit a Weekly Commentary using the format suggested by the AASBO advisor.

·  Compile an Internship Notebook, which has been aligned with the agreed upon goals and objectives.

·  Complete a Professional Portfolio during the Internship.

·  Submit Internship Logs with signature of site supervisor verifying hours spent on the internship.

·  Complete a Final Commentary on the internship experience.

·  Approach assigned responsibilities as learning opportunities, and follow them through to completion.

3. Professional expectations of the intern:

·  Demonstrate enthusiasm and commitment to the field of administration and supervision.

·  Accept feedback from the site supervisor and AASBO advisor.

·  Work harmoniously with all district personnel.

·  Explore and analyze various administrative process and leadership styles.

·  Demonstrate initiative enthusiasm by accepting projects.

·  Follow through on assignments.

·  Dress professionally

·  Practice professional and ethical behavior.

SITE SUPERVISOR (Business Manager)

1. Expectations of the Business Manager.

·  Agree to be a site supervisor for the six or twelve week period of time.

·  Be available to meet with the intern.

·  Allow the intern considerable opportunities to shadow you during the internship.

·  Consult with the AASBO advisor as needed.

·  Supervise the intern’s activities and provide regular feedback.

·  Provide opportunities for the intern to have experiences that will allow him/her to develop proficiency in the skills listed in the module.

·  Submit a letter of successful completion of the mutually agreed upon objectives to the AASBO advisor.

·  Complete the “Evaluation of Intern by Site Supervisor.”

AASBO ADVISOR

1. Expectations of the AASBO advisor.

·  Provide the syllabus and module to the site supervisor and the intern.

·  Discuss with the intern the goals and objectives that have been developed collaboratively with the site supervisor. Suggest any additions that you deem necessary for a successful internship.

·  Meet with the intern and site supervisor, if possible, during the first week of the internship, to discuss the requirements and expectations of the internship.

·  Go over the expectations of the site supervisor, the intern, and the AASBO advisor.

·  Set expectations for the Weekly Commentary and explain the importance of addressing the topic and objectives for the week. Remind intern to submit each Weekly Commentary to you by the following Monday.

·  Explain the importance of responding to the Discussion Questions. Remind intern to submit response to Discussion Questions to you by the following Monday.

·  Provide weekly feedback to the intern regarding the Weekly Commentary.

·  Provide weekly feedback to the intern regarding the Discussion Question.

·  Provide assistance to the site supervisor and the intern and be available to answer any questions or concerns in a timely manner.

·  Provide a written summative evaluation of the intern.

·  Record final grade upon completion of the internship and submit to the AASBO office.

Evaluation of Intern by Site Supervisor

Intern Name Date

Internship Site

On-Site Intern Supervisor

This evaluation of the intern is to be completed by the intern’s site supervisor at the conclusion of the internship. For each item, rate the intern’s skills or performance based on a scale of 1 through 4: (1) poor; (2) fair; (3) good; (4) excellent. If the particular skill or quality was not observed or required, circle N/A.

Process & Skills

1. Explored fiscal operations of school/district. 1 2 3 4 NA

2. Inquired about program development as it relates 1 2 3 4 NA

to curriculum and program goals.

3. Examined the procedures for personnel evaluation 1 2 3 4 NA

and assessment.

4. Analyzed the program in place to meet needs for 1 2 3 4 NA

professional development of staff.

5. Attended administrative meetings. 1 2 3 4 NA

6. Surveyed the physical plant and special needs 1 2 3 4 NA

of the students.

7. Attended school board meetings. 1 2 3 4 NA

8. Participated in problem solving by generating 1 2 3 4 NA

possible solutions.

9. Examined the transportation facilities and their 1 2 3 4 NA

policies and procedures.

10. Examined the food service facilities and their 1 2 3 4 NA

policies and procedures.

11. Other (please specify

Evaluation of Intern by Site Supervisor

Professional and Personal Behavior

1.  Established and maintained effective working relationships with staff, supervisors, and colleagues.

2. Accepted supervision well and implemented suggestions.

3. Demonstrated initiative and completed projects assigned accurately and professionally.

4. Demonstrated the ability to communicate effectively.

5. Demonstrated leadership skills.

6. Practiced ethical behavior.

7. Demonstrated enthusiasm and commitment to the field of administration and supervision in education.

8. General Comments.

The site supervisor should maintain one copy for his/her personal records and forward a copy to the AASBO advisor.

Intern Overview

COURSE DESCRIPTION

This internship provides opportunities for the intern to engage in experiences relevant to the business manager position. As many activities as possible will be provided, in which the intern will have first-hand knowledge of the day-to-day operations of the business office. The intern will be provided a supervised experience at a school district.

TOPICS AND OBJECTIVES

Leadership/Organization/Planning

·  Analyze different leadership styles.

·  Describe ways to balance the demands of the position and personal life.

·  Analyze the organizational chart of the school district.

·  Analyze the vision/mission for the organization.

·  Review Business Manager Skill Requirements List.

Instructional Programs

·  Identify the core and elective program content

·  Identify the special programs, i.e., special education, ELL, gifted, etc.

·  Identify alternative programs needed for the various student populations (i.e., Title I, traditional, etc.)

·  Describe relationship of instructional delivery models to cost.

Fiscal Operations

·  Identify the steps involved in the preparation of the district budget.

·  Identify the timeline for preparing, presenting, and adopting the district budget.

·  Describe the procedure used in the business department for maintaining records of expenditures.

Procurement

·  Describe the responsibilities of the procurement function.

·  Examine the importance of the school procurement code.

·  Identify the process for purchasing materials, equipment, services, and construction.

Public Relations/Community

·  Identify the public relations representatives for the school district and describe their functions.

·  Identify the representatives for the local media and describe their function.

·  Identify district stakeholders and how they might relate to the business department.

·  Describe the parent organization within the school district.

·  Identify the school board members and their individual roles.

·  Identify sources of partnerships within the district’s community.

·  Identify professional organizations within the district’s community.

·  Examine ways to promote family participation in the educational community.

Human Resources

·  Describe the procedure used for recruiting, interviewing, and maintaining personnel within the district.

·  Describe the procedure used in the human resources department for maintaining records of personnel.

·  Describe the evaluation process used within the school district.

·  Identify and describe the staffing standards used by the district.

·  Identify current issues and possible solutions.

Administrative/Supervisory Relationships

·  Identify the procedure by which a business manager communicates with administrators.

·  Describe methods used to maintain positive relationships with the administrative team.

·  Describe methods used to motivate and involve business office staff.

·  Describe management style of site supervisor – pros and cons.

Transportation

·  Describe the procedure for transporting students in the district.

·  Identify department of transportation issues and possible solutions.

·  Identify the process for purchasing buses/vehicles for the district.

·  Identify specialized transportation responsibilities.

Food Services

·  Describe the method utilized to provide food services for the district.

·  Analyze the food services budget and the impact on the regular budget.

·  Describe the procedure used for the free, reduced breakfast and lunch program.

·  Identify current issues and possible solutions.

Facilities-Maintenance

·  Describe the responsibilities of the maintenance department.

·  Identify the process for determining need for and the construction of a school.

·  Analyze a preventative maintenance program.

·  Identify challenges and possible solutions.

School Law/Legislation/Technology

·  Describe the political process affecting education at the local, state and national level.

·  Examine the importance of effectively communicating with legislators.

·  Analyze how law becomes policy for the school district.

·  Analyze impact of past and future legislation on the district.

·  Examine the latest technology applications for school districts.

·  Examine multi-year technology plans and their possible funding sources.

Governing Board Relations

·  Describe the purpose of the National School Boards Association.

·  Describe the purpose of the State School Boards Association.

·  Examine ways to maintain effective communication with the local school board.

·  Review and analyze local school board policies.

·  Evaluate the importance of staying abreast of new laws and enforcing school board policies.

·  Analyze the development of a board policy.

·  Examine the process and procedure of a local school board meeting.

Internship Notebook

In order to organize the vast amount of material that will accumulate during the internship, the intern will be required to maintain a notebook organized according to the content areas decided upon by the intern, the site supervisor, and the AASBO advisor. (A large three-ring notebook is recommended.)

The Internship Notebook should include the following:

1.  Title page

2.  Table of contents

3.  Content area sections

4.  Prior to each section, write a brief reflection of what was learned about that content area.

5.  Material collected which will be beneficial to the intern when they become a business manager.

6.  Any communication such as letters, agendas, scripts, observations, interviews, and notes to teachers. (These should be included in the appropriate content area section of the notebook.)

7.  Completed Internship Log signed by your site supervisor.

8.  Final commentary reflecting on the internship experience

9.  A copy of the following:

a.  Organizational chart

b.  Copies of a school board agenda

c.  Job description of the business manager

d.  A current fiscal budget for the school district

e.  Any school board policy(s) pertaining to the business manager

Your notebook must be turned into the AASBO advisor to complete the internship.

Professional Portfolio

It is important to have a Professional Portfolio as you move toward obtaining a business manager position. It will provide documentation that will illustrate your abilities to perform duties and responsibilities required in the position.

The Professional Portfolio should include the following:

1.  Title page 7. Professional preparation (transcripts)

2.  Table of contents 8. Professional certificates

3.  Letter of application 9. Professional references

4.  Specific qualifications 10. Letters of recommendation

5.  Management philosophy 11. Other items that you personally believe

6.  Professional resume would be beneficial

Your Portfolio must be turned into the AASBO advisor to complete the internship, and will be returned to you after review.

Internship Log

DIRECTIONS:
1.  Record the dates of each week at the site where indicated.
2.  Record the total number of hours per week in each activity under the appropriate column.
3.  Total the number of hours for the week and complete the Weekly Totals row.
4.  At the end of the month, total the hours spent in each activity by adding the hours across each activity and indicate the total in the monthly totals column.
5.  Get the supervisor's signature. Keep this in your file to be submitted to the AASBO advisor at the completion of the internship.
Content Areas / Week 1 / Week 2 / Week 3 / Week 4 / Monthly totals
Leadership/Organization and Planning
Instructional Programs
Fiscal Operations
Procurement
Public Relations/Community
Human Resources
Administrative/Supervisory Relationships
Transportation
Food Services
Facilities-Maintenance
School Law/ Legislation/ Technology
Governing Board Relations
Other
Weekly Totals
Intern's Name
96 clock hours are required / Site Supervisor's Signature

Internship Log