Initial Consultation: SchoolMint works with districts to assess needs and define goals.
Configuration & Setup: Customization of forms, workflows, and user roles based on district policies.
Data Migration: Importing existing student and enrollment data into the platform.
Integration: Seamless connection with SIS (Student Information Systems) and other tools.
Training & Onboarding: Staff training sessions and resource distribution.
Testing & QA: Validation of system setup before going live.
Go-Live Support: Dedicated support during launch to ensure smooth transition.
Customisation
Custom Forms & Workflows: Tailored application, registration, and re-enrollment forms.
Lottery & Placement Algorithms: Unique configurations for magnet programs, open enrollment, and transfers.
Boundary Management: Interactive maps for verifying school zones and geographic rules.
SchoolFinder Integration: Custom campus comparison tools for families.
Role-Based Permissions: Granular access control for administrators, staff, and families.
Reporting & Analytics: Custom dashboards and data insights via SchoolMint Insights.
Language Support: Multi-language interface to serve diverse communities.
API Access: For advanced integrations with third-party systems.
Additional Costs
Setup Fees: May apply for initial configuration and data migration.
Annual Subscription: Starts at $2.00 per student per year, but varies widely.
Customization Charges: Additional fees for advanced features or integrations.
Maintenance & Updates: Included in subscription, but major upgrades may incur costs.
Support Services:
Basic support via FAQs and online forms.
Premium support packages may be available at extra cost.
Training
Udemy Training Course: A free 60-minute self-paced video course covering core features like applications, waitlists, registration, and parent communication.
Admin Guides: Detailed manuals with screenshots and videos explaining platform features and updates.
In-App Support Widget: Available on every page for quick help and access to relevant resources.
Live Webinars: Regular sessions on enrollment, lottery management, registration, and re-enrollment best practices.
Role-Specific Training: Tailored sessions for school clerks, counselors, shelter managers, and charter school partners.
Refresher Sessions: Periodic training to reinforce platform knowledge and introduce new features.
Compliance with FERPA: Ensures student data privacy in accordance with U.S. federal regulations.
Secure Data Hosting: Uses encrypted servers and secure cloud infrastructure.
Role-Based Access Control: Limits data access based on user roles and permissions.
Audit Trails: Tracks user activity for accountability and transparency.
Regular Security Reviews: Ongoing assessments to maintain data integrity and protection.
Updates
Feature Updates: SchoolMint regularly releases updates to improve functionality and user experience.
Training Materials Updated: Admin guides and training videos are revised to reflect new features.
Webinars Announce Changes: Updates are often introduced and explained during scheduled webinars.
Support Documentation: FAQs and help articles are refreshed to match the latest platform capabilities.
Data Ownership and Portability
District-Owned Data: SchoolMint affirms that all student and school data entered into the system is owned by the district or organization.
Portability on Request: Districts can request data exports at any time, typically in CSV or other standard formats
No Vendor Lock-In: SchoolMint supports data portability to ensure districts can transition to other platforms if needed.
Privacy Pledge: As a signatory to the Student Privacy Pledge, SchoolMint commits to responsible stewardship of student data.
Scaling Up / Down
Flexible Licensing: Pricing is typically per student per year, allowing districts to scale based on enrollment numbers.
Modular Features: Districts can add or remove modules (e.g., SchoolFinder, Insights, Hero) as needs evolve.
Custom Contracts: Adjustments to scope or services may require contract amendments or renegotiation.
Support for Growth: SchoolMint offers onboarding and configuration support for expanding districts or multi-campus networks.
The terms & conditions for contract renewal and cancellation
Standard Term: Contracts often span 1–3 years, with renewal options built in.
Renewal Options: Many agreements include two optional one-year renewals. For example, one contract runs from April 2022 to April 2025, with renewal options through April 2027.
Cancellation Policy:
Cancellation typically requires written notice and may be subject to terms outlined in the original agreement.
No payments are made during renewal option periods until a written agreement is executed.
Scaling Adjustments: Changes in scope (e.g., student count or services) may affect renewal pricing.
Legal Review: Renewals and cancellations are subject to approval by district legal counsel and SchoolMint’s contract administrators.
Compliance
FERPA: Compliant with the Family Educational Rights and Privacy Act.
COPPA: Adheres to the Children’s Online Privacy Protection Act.
PCI: Follows Payment Card Industry standards for secure transactions.
Student Privacy Pledge: Public commitment to ethical data use and protection.
