13th Annual Educational Support StaffConference On-Line Web Resources December 2, 2005 Pheasant Run Resort 11:00 – Noon
Panelists Rebecca Allard, Geneva CUSD 34 Sherrie Erdenburg, RevTrak Mark Michelini, Stevenson HSD 125
Topics • General Comments on e-Commerce • Geneva CUSD 304 WebStore • Stevenson HSD 125 – Student Debit Cards
Goals for Today WHO is doing eCommerce? WHAT are the payments for? WHY schools? HOW MUCH does eCommerce cost? WHO pays?
WHO is doing eCommerce? School Districts of ALL Sizes (as few as 365 students: Winfield, IL)
School Lunches Registration & Activity Fees Transportation Textbooks & Materials PE Uniforms Senior Caps & Gowns PTO’s and Booster Clubs Preschool & After School Care Auto Repair Retiree Insurance Premiums Summer School classes Transcripts School supply kits Yearbooks Locks Student planners and assignment books WHAT are the payments for?
WHY Schools? A. Conserve Revenue 1. Convenience for parents 2. Reduce collection issues 3. Better internal controls
WHY Schools? B. Reduce labor for staff 1. Cash & checks are time consuming 2. Cash & checks get lost 3. NSF’s, Check 21 4. Addition/check writing errors
WHY Schools? C. Increase Revenue (especially ecommerce) Make it easy for the community to: 1. Purchase athletic season tickets 2. Purchase theatre or concert tickets 3. Purchase spirit wear 4. Purchase used equipment 5. Enroll in an extension class 6. Donate to a worthy cause (the PTO)
WHERE are eCommerce merchant services available? • Local Banks: Payment gateways • Integrated Vendors: Online payments (Food Service Only or Multiple Departments), Payment gateways, all tied to a specific software provider in district such as food service, no interfaces with other district systems • Dedicated Vendors: Online Payments, Payment gateways, completely independent of any other software applications within district but able to interface with other district systems
HOW MUCH does eCommerce cost? eCommerce costs involve: $ Merchant Fees (discount rate, transaction fees, monthly subscription fees, if any) $ Equipment & Software Costs $ Technology Fees
HOW MUCH does eCommerce cost? Merchant Fees: OPTION 1: No cost to district Parents are charged a handling fee to cover all costs. Method 1: District never sees fees Method 2: District determines fees, collects all fees, and pays the vendor once/month OPTION 2: Districts choose (1) to absorb all costs (2) to share costs with parents (3) to charge for some items but not others (4) combination of above
HOW MUCH does eCommerce cost? Equipment & Software Costs: OPTION 1: No cost to district Vendor provides entire solution without additional charge. OPTION 2:Districts choose to purchase, rent, or subscribe for: (1) Secure server, firewall, security certificates, etc. (2) Shopping cart software & reporting (3) Payment gateway
HOW MUCH does eCommerce cost? Technology Fees: Often includes implementation assistance, training, programming of store, ongoing maintenance, solving reconciliation issues, etc. OPTION 1: No cost to district Vendor provides entire solution without additional charge. OPTION 2: Various costs (1) District technology team designs solution (2) Solution is outsourced to technology consultant (3) Combination of above
Who Pays? RULE: Customers may not be penalized for paying with credit cards if cash and checks are also an option. APPLICATION: Customers may be charged a handling fee for phone transactions, payment plans, and online transactions only! Geneva 304’s Experience
E-Commerce – Student Debit Cards WHO is using Student Debit Cards? WHAT are payments being used for? WHY Debit Cards? HOW MUCH does Student Debit Cards Cost? WHO pays?
WHO is using Student Debt Cards • More and more High Schools are using debit cards • Debit cards carry no value – tied to account held by school. • Student ID cards double as debit cards • One card for all students • Optional program
WHAT are debit cards being used for? • Current Applications • Food Service – Cafeteria • Bookstore Sales • Vending • Student Tracking • Future Applications • Student Activities • Intramural Program
WHY Debit Cards? • Security • Both Student and District • Convenience • Both Student and Parent • On-line capabilities • Adding value from home • Monitoring usage
HOW MUCH does Student Debt Card Systems cost? • Cost breakdown: • ID Card System • Cameras, Student Management System & ID printers • Debit Card System • Cash registers, deposit station & accounting software • Other Applications • ID Swipe boxes & vending machine readers
Who pays? • ID Card System • District – Student Services • Debit Card System • Food Service Vendor & District • Other Applications • District - Intramurals • Vending Machines - Vendors
E-Commerce – Student Debit Cards Debit Card Access off WebPage