In our line of work, we often help schools transition from one student information system to another. Occasionally, we hear from schools that have never used an SIS before, either because they are a relatively young school or have a smaller student population.  

As schools strive to become more data-driven, it’s important to have a reliable database. Keep reading to learn the difference between an in-house system and a robust SIS and why you should make the jump.  

Challenges with an In-House SIS 

Those without a formal SIS may rely on spreadsheets or a homegrown database to manage their school’s data. While these data management methods may suffice for a short time, they are not sustainable for the long term.  

In-house systems can become unwieldy and hard to manage over time — especially for small schools with a lean staff. Additionally, homebuilt databases often have limited functionality compared to a full-fledged SIS. As your school grows, the system may not be able to accommodate your evolving needs or innovate to meet them. This can cause the system to quickly become outdated and create a poor user experience for your school community.  

Case Study: The American School in London 

The American School in London (ASL) experienced each of these challenges with their previous in-house database. Prior to adopting the Veracross SIS, they relied on a homegrown system via FileMaker for more than a decade. They switched to Veracross in 2009 after realizing the limitations of the system, both from a personnel and capability standpoint. Danny Dawson, Administrative Software Manager, was the developer and point person for the database. 

“I was the only person at the school who could troubleshoot problems, make changes, and had an understanding of how the system worked,” says Dawson. “It was not a good long-term situation for the school.” 

Additionally, ASL’s in-house database did not make it easy to share access with families or incorporate multi-media elements like graphics and videos. “People increasingly wanted to do things that FileMaker was not easily able to accommodate,” says Dawson. “We felt like we were pushing the limits of what it could comfortably handle.” 

Benefits of a Comprehensive SIS  

Upon moving to Veracross, ASL went through a period of adjustment before fully acclimating to their new solution. There’s always a learning curve when transitioning to a new software system — especially when you built the previous database with your own two hands!  

“It took me a while to see that the desire to change to a new system was not a reflection on the work I had done and the system I had built, but was driven by the need for the school to have greater resilience in terms of support and the ability to meet the school’s evolving needs and embrace new technological possibilities,” says Dawson. “It was also an adjustment from having complete control over the system to accepting that not every change we wanted could be accommodated.”  

With proper training and due time, ASL adjusted to their new database. Here are a few top benefits of moving from a homegrown system to a comprehensive SIS: 

Increased Data Integrity 

One of the upsides of a homebuilt system is that you have complete control over any changes; however, this can also be a downside if you act too hastily and don’t think about the ramifications. With a SIS like Veracross, all enhancement requests go through a team of experts to help determine both the feasibility and the sustainability of those changes. This helps maintain the system’s integrity and benefits your school in the long run.  

“With the homegrown system I was able to accommodate most requests,” says Dawson. “On reflection I was normally quick to agree to changes and occasionally would make them without giving enough thought to the impact of those changes.” 

Reliable Support 

With a homebuilt system, you are the support team for your entire school, which can be a daunting and taxing responsibility. With a solution like Veracross, you have a dedicated support team whose main goal is to make the SIS work for you.  

“With the old system I was the only person who could fix the system and at times this could be stressful… [now] when there is an issue with the system my role is to open a ticket, report the issue, and Veracross deals with the problem,” says Dawson. “There is a team of people to support both me and our school.” 

Connected Community 

Managing an in-house database can feel isolating at times as you’re the only person doing what you do. Moving to a popular SIS can broaden your network and introduce you to more people in your role. Veracross, for example, is used by hundreds of schools around the globe and has a strong community of users that love to share ideas, ask for advice, and connect with one another. 

“Getting to know people from other schools has made me feel part of a wider community and less of a one-man band,” says Dawson. 

Acquired New Skills 

For those on the technical side, moving to a new system can introduce you to new skills that may benefit your career down the road.  

“My role shifted from being a developer to being more of a manager,” says Dawson.  

Advice for Adopting Your First SIS 

If you’re thinking about adopting a student information system for the first time, it’s natural to feel overwhelmed. Keep these tips in mind for a smooth transition: 

  • Don’t rush the process. Take adequate time to document, backup, and prepare your data before moving it across systems. You also need to prepare your community for the change. Lead with the “why” and communicate the benefits of a full-fledged SIS.  
  • Give your community time to adjust. Instead of trying to do everything at once, take it slow.  Let your community get comfortable with the new system before continuing to add functionality. Some schools take a phased approach to SIS implementation for this reason.  
  • Offer ongoing training. “Change can be difficult,” says Dawson. “People need to get to grips with new workflows and using different systems.” A SIS provider like Veracross offers a multitude of training resources to help new users get up to speed. Dawson adds, “I would also recommend designating a person in your school as the SIS point person who can serve as the first point of support for users and be the conduit between the school and SIS.” 

Whether you’re a small school moving from an in-house database or a young school just starting out, Veracross is here to help you through every step of the SIS adoption process. Download our free guide for more tips and resources to help you navigate a successful SIS transition.