Create and assign
The COO may assign work to any active team member. Team members may create tasks for themselves. Every task names one accountable holder and begins with an estimated time.
Wesley College Preparatory School
Every assignment.
Clearly accounted for.
A fair, transparent record of the work behind our school—from first assignment to final approval and biweekly pay.
Assignment 0248Approved
DeliverableFall admissions
Fall admissions
information deck
Task holderAdmissions team
Estimated8.0 hr
Approved8.5 hr
Payroll statusIncluded
REVIEWED
Transparent by design
Transparent by design
Our working agreement
Simple rules.
Shared trust.
These rules apply to every assignment recorded in the system. They protect team members, make review consistent, and keep payroll explainable.
Record the work
Enter actual hours, start and completion times, and a brief results report. If actual time differs from the estimate by more than 25% and at least one hour, explain the variance.
Submit for review
Submitted entries are held for COO review. The COO may approve them or return them with a note. Only approved hours enter the applicable two-week pay period.
Lock and preserve
After approval, the submitter cannot edit the entry. The COO may correct it, but every changed field is preserved in the audit trail and both the COO and submitter receive a notification.
Reimburse travel fairly
School-directed off-site travel is reimbursed at $0.45 per approved mile. Personal trips and travel for work that was not assigned by the school do not qualify.
$0.45per approved mile
School-directed travel
When Wesley sends you, Wesley covers the miles.
Record the destination and miles on the task. Only travel expressly directed by the school qualifies; self-initiated or personal travel does not.
Planning reference
Typical task
time guide
Use these ranges to create a reasonable estimate—not as a rigid quota. Research-needed estimates add 50% to the sources-ready baseline; values are rounded to two decimals where needed. Explain material variance in the time sheet.
TaskSources readyResearch needed (+50%)Planning note
Presentations & content
10-slide presentation1.5–2.5 hr2.25–3.75 hrIncludes one review round
20-slide presentation3–5 hr4.5–7.5 hrComplex data visualization may add time
One-page flyer or handout0.5–1.25 hr0.75–1.88 hrPrint-ready copy and layout
Newsletter (4–6 sections)1.5–2.5 hr2.25–3.75 hrIncludes editing and links
Short video (1–3 minutes)2–4 hr3–6 hrPlanning, edit, captions, one revision
Website page update0.5–1.5 hr0.75–2.25 hrContent, links, accessibility check
Admissions & enrollment
Prospective-family inquiry and follow-up0.25–0.5 hr0.38–0.75 hrPer family, including notes
Campus tour0.5–0.75 hr0.75–1.13 hrPreparation, tour, and follow-up
Application file review0.38–0.75 hr0.56–1.13 hrPer complete application
Enrollment document verification0.25–0.5 hr0.38–0.75 hrPer student file
Open house planning6–12 hr9–18 hrPlanning time; event staffing separate
Admissions fair or recruiting event1.5–3 hr2.25–4.5 hrPreparation plus on-site duty
Academics & student support
Lesson or workshop plan1–2 hr1.5–3 hrOne 45–90 minute session
Curriculum/unit review2–4 hr3–6 hrPer unit or subject segment
Assessment data analysis1–2.5 hr1.5–3.75 hrPer class or grade-level set
Student support meeting0.5–1 hr0.75–1.5 hrPreparation, meeting, documentation
Incident or safeguarding documentation0.25–1 hr0.38–1.5 hrEscalate urgent issues immediately
Parent conference0.5–1 hr0.75–1.5 hrPreparation, meeting, follow-up
Events, outreach & community
Small campus event4–8 hr6–12 hrUp to about 50 attendees
Large school event12.5–25 hr18.75–37.5 hrProject lead time; staff shifts separate
Community partnership outreach0.5–1.5 hr0.75–2.25 hrResearch, contact, follow-up
Social media campaign1.5–3 hr2.25–4.5 hrOne week / 3–5 posts
Event-day staffingActual shiftActual shiftRecord check-in/out and role
School-directed off-site dutyActual dutyActual dutyApproved miles reimbursed separately
Operations, HR & finance
Vendor quote comparison0.75–1.5 hr1.13–2.25 hrThree comparable quotes
Purchase or supply order0.25–0.75 hr0.38–1.13 hrRequest through receipt tracking
Employee onboarding1.5–3 hr2.25–4.5 hrPer employee; training separate
Candidate interview cycle1–2 hr1.5–3 hrScreen, interview, notes, follow-up
Biweekly payroll preparation1.5–3 hr2.25–4.5 hrVaries with headcount and corrections
Budget or expense report1–2.5 hr1.5–3.75 hrMonthly or project-level report
Facilities issue coordination0.5–1.5 hr0.75–2.25 hrAssessment, vendor, follow-up
Compliance, data & development
Policy or procedure update1.5–3 hr2.25–4.5 hrResearch and stakeholder review
Accreditation evidence item1–2.5 hr1.5–3.75 hrPer standard or evidence package
Board or leadership packet2–4 hr3–6 hrAgenda, reports, quality check
Spreadsheet cleanup / data entry0.5–1.5 hr0.75–2.25 hrAbout 100–300 records
Data report or dashboard1.5–3 hr2.25–4.5 hrNew analysis; recurring reports are shorter
IT account setup0.25–0.75 hr0.38–1.13 hrPer user, including access check
Grant application4–8 hr6–12 hrDepends on narrative and attachments
Donor or sponsor outreach package1.5–3 hr2.25–4.5 hrResearch, message, follow-up plan
Meeting or trainingActual time + 0.25 hrActual time + 0.38 hrPreparation and notes
Translation / bilingual review0.25–0.5 hr/page0.38–0.75 hr/pageComplex or legal text may take longer
This guide covers the most common school operations but is not exhaustive. For unusual assignments, the COO and task holder should agree on scope and an estimate before work begins.
Ready when you are