SGS Indicators Project

Cynthia Cappello, Board of Trustees

Mo 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 Wont 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 organizations 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 8
th
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 Indicators
Marketing
#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
8
th
-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 assistance
Program
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%.
0%
2%
4%
6%
8%
10%
12%
14%
2003-04 2004-05 2005-06 2006-07
SGS Overall Attrition
Peer Schools Attrition
Trigger for Over Attrition
Trigger for Low Attrition
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.
SGSs overall attrition rate is 8%
The average NAIS attrition rate is 10% and our
peer school rate is approximately 11%
Attrition is measured between 8
th
and 9
th
grade.
The average attrition rate between 8
th
and 9
th

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
8
th
-9
th
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 werent 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?