1

Clinical Field Experience C: Evaluating Campus Operations

Shayla Williams

EAD 536

June 2024
 2

Safety and Welfare of Students and Staff

The principal carries numerous responsibilities as the school and instructional leader,

including overseeing school building maintenance. To handle routine and unexpected

maintenance effectively, principals can stay informed and collaborate with the maintenance

manager. At Hyatt Park Elementary, Building Supervisor Ms. Figgs manages the maintenance of

the seven school wings, making decisions on repairs, janitorial services, landscaping,

emergencies, safety, and liaising with contractors for major repairs. To gain insight into facility

management, I toured each of the seven areas with Ms. Figgs, tailoring maintenance efforts to

suit student needs and the severity of issues in each location.

The primary hall’s water fountains are in need of repair and replacement, and the first

two classrooms have been locked until the HVAC until can be maintained as there was massive

amounts of water leaking onto the floor. In the 3rd grade hall on the third floor of the school,

the HVAC unit is also an issue in two classrooms where one is extremely cold and the other is

extremely hot. On the second floor with middle level grades, and on the first floor with upper

grades, we observed multiple entrances that could be easily accessible to students an/or

unregistered guests entering and exiting the building. To increase student safety Ms. Figgs

stated only specific entries are designated for students and parents, and the other entrances

must be accessed with a code. She works closely with the School Resource Officer to maintain

daily monitoring of these doors, and with District Maintenance to restore the functions of the

building.
 3

All faculty and staff are expected to wear their employee badges so that they can be

readily identified, and so that they can be tracked entering and exiting the building, and use

designated entry and exit points to maintain safety and control. Ms. Figgs was diligent in having

addition signage placed in specific areas to highlight the appropriate entry and exit points of the

building.

Currently Ms. Figgs is working collaboratively with the administrative staff and the

teachers to organize the elimination of all the old and outdated furniture in the building and

the replacement of all discarded furniture for new modernized classroom furniture. This

enormous task requires Ms. Figgs to create inventories of every piece of furniture, and account

for all missing or broken furniture. She must also take measurements of each room and access

the fitting of proposed new furniture in the classroom. Following measurements, Ms. Figgs and

the administration team must facilitate the order of new furniture, and the systematic removal

of all old furniture from the building. Ms. Figgs has requested additional custodial staff and

maintenance assistance to complete the task during the summer months when students are

out of the building. She recently found out that summer school classes will be held at our

location in one part of the building, so we began working on a schedule that would include the

movement of students and the removal of furniture in those classrooms.

 4

As the Building Supervisor, Ms. Figgs, will enter any work order for a maintenance issue

and requests follows revolving steps to ensure any problems are accurately reported and

efficiently addressed.

1. Identify and Assess the Issue: The first step is to identify the maintenance issue. This

could range from a leaky faucet to a malfunctioning HVAC system. Ms. Figgs assesses

the severity of the problem to determine if it requires immediate attention or can be

scheduled for regular maintenance.

2. Document the Problem: Once the issue is identified, Ms. Figgs should document it

thoroughly. This involves noting the specific location, nature, and extent of the problem.

Taking photos can also be helpful for visual reference. Detailed documentation ensures

that maintenance personnel can quickly understand and address the issue.

3. Enter the Work Order: The next step is to enter the work order into the school's

maintenance management system. This is usually done through an online portal. Ms.

Figgs logs in using her credentials and navigates to the work order submission section

where she fill out the necessary fields, including the type of issue, location, urgency, and

any additional notes or attachments (like photos).

4. Submit and Track the Work Order: After filling out all required information, she

submits the work order. The system will generate a tracking number for the request,

which can be used to monitor its status. Ms. Figgs follows up to ensure that the work

order is being processed and addressed in a timely manner. Regular communication

 5

with the maintenance team may be necessary to provide updates or additional

information.

5. Verification and Completion: Once the maintenance issue has been resolved, Ms. Figgs

verifies that the work has been completed satisfactorily. This might involve inspecting

the repaired area and confirming that the problem has been fully addressed. The

supervisor then closes the work order in the system, providing feedback if necessary.

Allocation of Resources

Budgeting district funds for maintenance and repairs at Hyatt Park Elementary involves

a detailed and systematic process to ensure the school's infrastructure remains safe, functional,

and conducive to learning. The process typically begins with a comprehensive assessment of

the school's current state, identifying areas that require immediate attention and those that

might need repairs or upgrades in the near future. This assessment is often conducted by a

team of professionals, including maintenance staff, engineers, and sometimes external

consultants, to ensure all potential issues are thoroughly evaluated.

Once the assessment is complete, the findings are compiled into a report that outlines

the necessary maintenance tasks and repairs. This report is then used to develop a prioritized

list based on urgency, safety concerns, and potential impact on the school's operations. High-

priority items, such as fixing structural damage or addressing safety hazards, are allocated funds

first. Routine maintenance activities, like HVAC servicing or painting, are also included in the

budget to ensure the ongoing upkeep of the school facilities.

 6

The proposed budget is then reviewed and approved by the school district's

administration and, in some cases, the school board. This review process ensures that the funds

are allocated efficiently and transparently. The final budget must balance the immediate needs

of Hyatt Park Elementary with the district's overall financial constraints and commitments to

other schools. Once approved, the funds are disbursed, and the maintenance and repair

projects are scheduled and executed, often with oversight to ensure they are completed on

time and within budget. This careful planning and allocation process helps maintain a safe and

welcoming environment for students, staff, and the community.

Procedures to Monitor and Manage Operations

Budgeting plays a crucial role in ensuring a safe and productive school environment for

both teachers and students. At Hyatt Park Elementary, school needs are evaluated and

identified at the start of each year through collaboration with stakeholders and by reviewing

expenses from previous years. The principal mentor mentioned that the school receives funding

from the state, grants, and private donations. This funding is allocated in the budget, with

specific amounts designated for each building's operational requirements. Budgeted

maintenance tasks include utilities, regular repairs, janitorial services, and emergency expenses.

Hyatt Park Elementary is forward-thinking and prioritizes proper budgeting. The

budgeting team conducts quarterly reviews to keep expenses in check and anticipate future

costs, proactively preparing for any potential issues.

 7

Implications for Future Practice

PSEL Standard 7, which focuses on "Professional Community for Teachers and Staff,"

underscores the creation and nurturing of a professional environment that supports continuous

growth and collaboration among educators. At Hyatt Park Elementary, this standard aligns

closely with school safety and maintenance by fostering a culture of shared responsibility and

proactive engagement among staff members.

A professional community at Hyatt Park Elementary, following PSEL Standard 7,

promotes open communication, collaboration, and professional development. Staff engage in

regular meetings and training sessions focused on safety, emergency preparedness, and

maintenance best practices. Building strong relationships and trust among staff members

enhances overall safety and maintenance, creating a secure and welcoming learning

environment.

PSEL Standard 7’s focus on a professional community directly supports school safety and

maintenance at Hyatt Park Elementary by promoting open communication, continuous

learning, and strong, trust-based relationships among staff. These elements are essential in

creating a safe, well-maintained, and conducive learning environment for all.

PSEL (Professional Standards for Educational Leaders) Standard 10 emphasizes the

importance of school leaders managing school operations and resources to promote a safe,

efficient, and effective learning environment. This standard aligns directly with the maintenance
 8

and repair operations at Hyatt Park Elementary School by ensuring that the school's physical

infrastructure supports the educational process.

A well-maintained school building directly impacts student and staff safety, which is a

crucial component of Standard 10. Issues such as broken equipment, faulty wiring, or unsafe

walkways can pose significant hazards. By prioritizing regular maintenance and timely repairs,

Hyatt Park Elementary ensures that these risks are minimized, thereby creating a secure

environment conducive to learning and teaching.

The efficiency of school operations is also enhanced through effective maintenance and

repairs. When facilities are in good working order, there are fewer interruptions to the

educational process. For instance, functional HVAC systems ensure comfortable classroom

temperatures, and well-kept restrooms and common areas contribute to overall hygiene and

student well-being. This operational efficiency means that the focus remains on education

rather than on dealing with the fallout from neglected infrastructure.

The effective management of resources, as outlined in Standard 10, includes the

judicious allocation of budget and manpower towards building maintenance. Leaders at Hyatt

Park Elementary must strategically plan for both preventive maintenance and urgent repair

needs, ensuring that funds are used wisely and that the school environment remains optimal

for learning.
9
 10

References

Reston, V. A. (2015). Professional Standards For Educational Leaders. NPBEA.

http://www.npbea.org/wp-content/uploads/2017/06/Professional-Standards-for-

Educational-Leaders_2015.pdf