Start with the workflow
Map the steps, systems, owners, and handoffs before choosing tools.
● FIRST BELLEAP’s School Operations Department
Clearer school data.
Better operational decisions.
First Bell brings school-specific operations expertise into Everyday AI Playbook. We help charter schools and networks improve attendance, enrollment, student information systems, and leadership reporting—with people responsible for review and decisions.
School expertise. One EAP team.Start with the school workflow that needs attention. Scope, timing, pricing, and support are agreed in one written proposal.
Meet Rick & SharonAttendance. Enrollment. Leadership visibility. We build the systems that hold all three together.
What we do
Services for charter schools
Focused projects and ongoing support, scoped around the systems your school uses and the decisions your team needs to make. AI-assisted work stays subject to human review.
01
Attendance Suite
Bring attendance records, recurring exceptions, and follow-up into a clearer operating view. Scope reconciliation and reporting around your school’s systems, procedures, and reporting requirements.
Deliverables
Automated attendance dashboards. PowerSchool and DeansList reconciliation. Chronic absenteeism early flags. State reporting exports. Attendance audit support.
02
Enrollment Suite
Enrollment is existential for charter schools. We build the systems that track it end to end. Intent to Return workflows that close the loop with every family, lottery and waitlist management, student placement logic across a network, and distance-to-goal dashboards that give leadership real-time visibility through open enrollment.
Deliverables
Intent to Return automation. Lottery and waitlist tools. Multi-year enrollment projections. Distance-to-goal dashboards. Bilingual family outreach workflows.
03
SIS Administration
PowerSchool, DeansList, and the rest of the stack. We provide full SIS administration, scheduling rebuilds, plugin development, BigQuery pipelines, and state reporting configuration. If you've inherited a PowerSchool instance that nobody fully understands, we know exactly where to look.
Deliverables
PowerSchool admin and scheduling. DeansList configuration and behavior data setup. Plugin development. BigQuery and ETL pipelines. State reporting setup. Legacy cleanup and documentation.
04
Visualizations
Dashboards built for the principal reading them on a Tuesday morning, not for a data conference. Every dashboard starts with the question it needs to answer, not the data we have available. Looker Studio, Tableau, or embedded views in tools your team already uses.
Deliverables
Looker Studio and Tableau builds. Executive board views. Operational team dashboards. Embedded leadership reports. Ongoing maintenance retainers.
05
Operator Support Retainer
Senior data and operations expertise on call. For schools that need a partner for quick analyses, urgent compliance questions, system troubleshooting, or strategic guidance, our retainer gives you access without the overhead of a full-time hire.
Deliverables
Monthly capacity blocks scoped to your operating rhythm. Response expectations agreed in your proposal. Coverage across PowerSchool, DeansList, BigQuery, Looker Studio, and compliance. Capacity and rollover terms agreed in your proposal.
06 / FIRST BELL ORIGINAL
AI Practice, Embedded
Every engagement uses the five principles from The Everyday AI Playbook to embed AI into school operations, not bolt it on. Organization, automation, problem solving, research, and learning. Some deliverables become deployed agents. Most become prompt libraries your team uses every morning, governance your board signs off on, and AI fluency that compounds across the building after we leave.
Deliverables
Curated prompt libraries by role. Custom Claude or Codex agents where the workflow fits. AI governance and school-specific information-handling rules. AI fluency training for principals, deans, and ops leads. Decision support frameworks for attendance, enrollment, and scheduling. Research synthesis and policy scans.
Your EAP school operations team
Led by Rick.
Delivered with EAP.
Rick Grant Jr. · School Operations Lead
Rick brings school operations, systems, and leadership experience to First Bell. His starting question: what decision does your team need to make, and what information will help?
Sharon Grant · Analytics & Implementation
Sharon brings analytics, privacy-aware AI, automation, and system design to the EAP team.
First Bell combines school-specific context with EAP’s practical approach to organizing information, automating repeat work, solving problems, researching options, and helping teams learn.
Meet the EAP teamThe Everyday AI Playbook method, applied to schools
Practical AI. Clear boundaries. People in control.
Organize, automate, solve, research, and learn. First Bell applies the same EAP method to school workflows, with agreed information boundaries, realistic tests, and human approval for consequential decisions.
Test the improvement
Check ordinary cases and exceptions against the agreed scope.
Help the team use it
Document the workflow, train the people who run it, and agree on support.
How we engage
Four starting points for school operations
Four lead engagements you can hire for by name. Each one solves a specific operational pain charter school leaders are running into right now. All four can run as a standalone sprint or as the first phase of a longer partnership.
Engagement 01
Attendance Rescue Sprint
Attendance is inconsistent, chronic absenteeism is rising, and leaders do not trust the numbers in PowerSchool. Funding is on the line.
We clean up your attendance workflow, reconcile your SIS, and build the dashboards and routines leaders need to protect funding and intervene early.
What we ship
- Audit of PowerSchool attendance codes and daily procedures
- Reconciliation of classroom attendance, office corrections, and state reporting
- Dashboard of ADA, chronic absenteeism, missing attendance, grade-level trends, and student-level risk
- Daily attendance exception report for office staff
- AI-assisted weekly attendance summary for the principal and COO
- Meeting protocol so review leads to action
Engagement 02
Enrollment Command Center
Open enrollment is live. Applications, intent-to-return forms, waitlists, sibling priority, seat targets, and family follow-up are scattered across spreadsheets and nobody has the full picture.
We build the live system that shows where your seats stand, which families need follow-up, and what actions hit this week's enrollment targets.
What we ship
- Process map from inquiry to enrollment
- Live enrollment dashboard by grade, campus, seat target, application status, and risk
- Family follow-up lists for missing documents and undecided families
- Bilingual outreach templates
- AI assistant that drafts family messages based on enrollment status
- Weekly enrollment meeting agenda for leadership
Engagement 03
Culture Data Reset
Behavior data in DeansList or your SIS is inconsistent. Some teachers log everything, some log nothing. Leaders cannot tell if it is a culture problem, a procedure problem, or an adult-consistency problem.
We turn behavior logs into leadership intelligence, so your team can see patterns, fix systems, and support students before culture breaks.
What we ship
- Audit of behavior categories, referral reasons, locations, time of day, and staff usage patterns
- Simplified behavior codes so staff use them consistently
- Culture dashboard showing trends by grade, location, time, student, and referring adult
- Hot-spot identification for lunch, dismissal, hallway transitions, and specific classrooms
- Weekly culture meeting protocol
- AI-generated weekly summary: what changed, what needs attention, what is noise
Engagement 04
Weekly Ops Brief
The leadership team has data but no rhythm. Every week feels reactive. Nobody walks into Monday with a clear view of what is at risk and what needs decisions.
An AI-assisted operating brief that starts your week with what is happening, what is at risk, and what needs action.
What we ship
- Attendance watchlist
- Enrollment movement and seat-target risk
- Culture hot spots
- Compliance deadlines
- Open action items across the leadership team
- Family communication needs
- Suggested leadership moves for the week ahead
See the work
Examples you can explore.
Fictional school and data. These examples show a possible operating view, not a client result.
Attendance Operating View
Explore attendance patterns, student risk, and follow-up in the sample attendance dashboard.
Explore the sample dashboardWeekly Ops Brief
See how operational information can become a focused leadership brief.
View the sample PDFFictional school and data. Opens as a PDF.First Bell · EAP School Operations
Tell us what your school
needs to run better.
Start with a short, high-level description. EAP will clarify the fit, with a call if useful, and confirm the scope, timing, and price in a written proposal.
Send a school operations briefPlease do not include student records, personal information, or confidential files in the first email.
One EAP contact pointhello@everydayaiplaybook.com
DepartmentFirst Bell · School Operations
ServingCharter schools and networks
Your next stepDescribe the workflow. Agree on the right scope before work begins.