AI Playbook
for K-12 School Administrators

• Heads of school and their offices
• CFOs, business managers, and controllers
• Admissions, enrollment, and financial aid staff
• Advancement, alumni relations, and development staff
• Charter school operations and compliance leads

• Start with: head of school report or strategic plan progress
• Save as a skill: board report format and dashboard metrics
• Connect: board folder, dashboard data
• First agent: board packet assembler
• Measure: packet prep time, board meeting focus

• Start with: aid budget model
• Save as a skill: aid policy, bands, letter templates
• Connect: aggregate aid reports only
• First agent: financial aid budget monitor
• Measure: budget variance, consistency exceptions

# Enrollment & Re-Enrollment Tracker

## Job to be done
Give leadership a daily view of enrollment against budget in peak season.

## When it runs
Daily from contract release through the deadline; weekly otherwise.

## Approved context
Contract status, enrollment by grade, budget, aid status, balances.

## Operating loop
Update enrollment vs. budget by grade; list families yet to return contracts; flag families to check in with.

## What it delivers
A dated enrollment snapshot and check-in list.

## Human owner
Director of enrollment and head of school.

## What it must never do
Never contact families or assume reasons for not re-enrolling.

## How to measure it
Re-enrollment rate by deadline, budget variance, attrition.

## Operating rules
1. Use only approved sources and follow the linked school skill.
2. Cite source records and separate facts from assumptions.
3. Route policy exceptions, material variances, and sensitive matters to the human owner.
4. Keep a record of trigger, inputs, output, reviewer, decision, and override.
5. Stop and ask for human review when policy, law, or approval authority is unclear.
6. Never handle student records, family financial data, or personnel details beyond what the owner approved.

# Financial Aid Budget Monitor

## Job to be done
Keep aid commitments within budget and consistent with policy during award season.

## When it runs
After each committee meeting; weekly during award season.

## Approved context
De-identified award data, aid budget, policy.

## Operating loop
Track committed vs. budget by division; check consistency flags; project remaining capacity.

## What it delivers
An aid budget status and consistency flags for the committee.

## Human owner
Financial aid director and committee.

## What it must never do
Never make, change, or communicate awards.

## How to measure it
Budget variance at season end, consistency exceptions resolved.

## Operating rules
1. Use only approved sources and follow the linked school skill.
2. Cite source records and separate facts from assumptions.
3. Route policy exceptions, material variances, and sensitive matters to the human owner.
4. Keep a record of trigger, inputs, output, reviewer, decision, and override.
5. Stop and ask for human review when policy, law, or approval authority is unclear.
6. Never handle student records, family financial data, or personnel details beyond what the owner approved.

# Major Gift Pipeline Reviewer

## Job to be done
Keep major gift relationships moving with clear next steps.

## When it runs
Biweekly before the advancement team meeting.

## Approved context
Pipeline records (prospect IDs), contact reports, proposals outstanding.

## Operating loop
Find prospects without next steps or with stalled stages; balance portfolios; prepare meeting agenda.

## What it delivers
A pipeline review packet.

## Human owner
Director of advancement and gift officers.

## What it must never do
Never contact prospects, update stages, or research beyond approved sources.

## How to measure it
Prospects with next steps, proposals outstanding, gifts closed.

## Operating rules
1. Use only approved sources and follow the linked school skill.
2. Cite source records and separate facts from assumptions.
3. Route policy exceptions, material variances, and sensitive matters to the human owner.
4. Keep a record of trigger, inputs, output, reviewer, decision, and override.
5. Stop and ask for human review when policy, law, or approval authority is unclear.
6. Never handle student records, family financial data, or personnel details beyond what the owner approved.

# Vendor Renewal & Contract Watch

## Job to be done
Avoid auto-renewal surprises and prepare renewal decisions.

## When it runs
Monthly; 90 days before each renewal or notice deadline.

## Approved context
Contract register, spend data, satisfaction notes.

## Operating loop
List upcoming renewals and notice dates; summarize cost trends; draft negotiation questions.

## What it delivers
A renewal watch list.

## Human owner
Business manager.

## What it must never do
Never renew, cancel, or negotiate.

## How to measure it
Unplanned renewals, savings identified, notices sent on time.

## Operating rules
1. Use only approved sources and follow the linked school skill.
2. Cite source records and separate facts from assumptions.
3. Route policy exceptions, material variances, and sensitive matters to the human owner.
4. Keep a record of trigger, inputs, output, reviewer, decision, and override.
5. Stop and ask for human review when policy, law, or approval authority is unclear.
6. Never handle student records, family financial data, or personnel details beyond what the owner approved.

• What AI does: Conversion by stage, grade, and source
• Helps: Fix the right step
• Control: Watch small numbers

• What AI does: Plans touchpoints by family segment
• Helps: Higher yield
• Control: Respect families' pace

• What AI does: Compares cost per student, tuition, aid, and net revenue
• Helps: Clearer tuition decisions
• Control: Board decides

• What AI does: Checks de-identified awards against policy
• Helps: Fair, defensible awards
• Control: Committee reviews flags

• What AI does: Drafts monthly explanations from approved figures
• Helps: Faster reporting
• Control: CFO verifies reasons

• What AI does: Builds PBC lists and schedules
• Helps: Shorter fieldwork
• Control: Confirm with auditors

• What AI does: Groups donors by giving pattern and constituency
• Helps: Better-targeted appeals
• Control: Clean CRM data

• What AI does: Drafts tailored major gift proposals
• Helps: Reflect donor interests
• Control: Officer owns the ask

• What AI does: Builds timed agendas with Inform/Discuss/Decide
• Helps: More strategic meetings
• Control: Chair approves

• What AI does: Summarizes progress by goal
• Helps: Keep the plan alive
• Control: Leadership agrees on status

• What AI does: Organizes filings, notices, and renewals
• Helps: No missed deadlines
• Control: Counsel confirms the list

• What AI does: Structures risks, controls, and owners
• Helps: Better board risk discussion
• Control: Leadership rates risks

• Ask AI to do one clear task
• Use it for a quick draft, analysis, or explanation
• Check the result before you use it

• Run a skill on a schedule or when something happens
• Gather the information, prepare the work, and flag issues
• Leave decisions about students, families, money, and donors with people

• Funnel analysis and follow-up drafts
• Enrollment and re-enrollment forecasts
• Billing and third-party payment checks
• Aid budget modeling

ChatGPT, Claude, Gemini, and Copilot write, summarize, and follow instructions.

At school: appeal letters, tuition announcements, board report drafts, policy drafts.

Answers questions from documents you supply.

At school: 'What does our accreditor's standard 4 require?'

• Student names with grades, discipline, health, or learning support details
• Family income, tax returns, or aid files
• Employee personnel files or SSNs
• Executive session or confidential board matters

• Charter: FERPA, lotteries, open meetings, public records
• Private: nondiscriminatory policy notice requirements
• Faith-based: religious exemption questions to counsel
• All: state law and accreditor standards