District Administrator Quick Start

Purpose

A complete first-week workflow for district administrators overseeing multiple schools.

Who uses it

District-level admins, MTSS coordinators, and superintendents' offices.

Your first week

1. Confirm school list and rollup hierarchy.
2. Review district-level metrics.
3. Validate attention rules per school.
4. Set up FERPA export schedule (if used).
5. Spot-check the audit log.
6. Establish a reporting cadence.

Step-by-step

1. School list

District → Schools. Confirm:

• All schools you expect are listed.
• Each has an assigned admin.
• Display names match what your community recognizes.

To add a school, + New school — it will need its own admin invitation.

2. District metrics

District → Reports gives you:

• Cases by school — counts and rates per 100 students.
• Time to triage — median hours from referral to assignment.
• Time to outcome — median days from case open to close, by outcome type.
• Intervention mix — which tier-2 and tier-3 supports are most used.
• Equity view — case rates broken down by demographic (if your district enabled this).

[SCREENSHOT: district-quickstart-reports-overview] Reports → Dashboard for a district admin showing per-school caseload counters and the cross-school comparison sparkline.

3. Rollups

District-level rollups aggregate across all schools. Use them for board reports and grant applications. Each report can be exported as CSV or PDF.

4. Attention rules

Review which attention rules each school has enabled. District → Settings → Attention rule audit. You can push a district-default rule to all schools (e.g. "3+ unexcused absences in 5 days").

5. FERPA student record exports

When a parent requests their child's education records under FERPA:

1. Students → search → open record.
2. Export → FERPA student record (PDF).
3. Action is audit-logged with the requesting user, student, and timestamp.

See FERPA exports.

6. Audit log

District → Audit log. Filter by user, action, or date range. Common compliance checks:

• "Who exported student records last quarter?"
• "Show every login from outside the district IP range."
• "List all role changes in the past 30 days."

See Audit logging.

7. Reporting cadence

Recommended starting cadence:

• Weekly — Cases-by-school summary, emailed Mondays.
• Monthly — Intervention mix + time-to-outcome.
• Quarterly — Equity view + board-ready PDF.

Configure under District → Reports → Schedules.

FAQ

Can I limit a school admin to just their school? Yes — that's the default. District admin is a separate, explicit role.

Can I deactivate a school for the summer? Yes — District → Schools → ⋯ → Set inactive. Data is preserved; users can no longer sign in to that school.

How long is audit data retained? See Data retention & deletion.

Related

• Attention rules
• FERPA exports
• Audit logging
• Subprocessors