Tag Archives: principal

AI Assisted Letters of Reference

1 Reply

As principal, I frequently get asked to write letters of reference or requests to fill out reference questionnaires. Something that I’ve always done is asked for a ‘brag sheet’ so that I don’t end up forgetting something about the person I’m writing the reference for. An example is that I might forget that a student was a major organizer of an event we ran, or I might have forgotten about their service they do for the community outside of school.

Recently I have been using AI to assist me, specifically Google’s Notebook LM. What I did was I took 8 old reference letters that I wrote and changed the names so that there was no reference to the actual student I wrote them for, and I inputted these into the notebook as style references. For one of them I also included a brag sheet.

Now when a student gives me a brag sheet, I write a prompt that says to write a reference letter for the scholarship I specify, giving criteria for the scholarship, sharing the brag sheet, and asking for it to be written in the exact style of the 8 examples I shared, using the information from the brag sheet.

At this point the reference letter is over 90% complete. A few changes by me and the whole process is done in about 10 minutes (this includes a name change because I don’t put the new student’s name in either). Normally, this would take me over a 1/2 hour and sometimes longer to ensure that I’m hitting all the chords relating to both the brag sheet and the scholarship requirements.

Most of my minor changes are either up or downplaying something from the brag sheet or editing to ensure the reference is in my voice, although this is often already evident based on the examples I provided. My last part of this is copying the text as plain text onto letterhead.

In all honesty, I think these new letters of reference are better than my originals. I often focused on fewer items that I knew about and didn’t give the full scope of the brag sheet. Now I just add a sentence or two about the parts I really know about the student to highlight my connection and understanding of them, and what they do at the school. I feel like my voice comes through and the AI provides more detail than I normally do. So not only is this a great time saver, I’m actually doing a better job to support my students.

Constant interruptions

Leave a reply

I was reminded yesterday of the never ending flow of interruptions that a school principal can be faced with. My day went well enough, nothing major happened, and I had some positive interactions with both students and staff. But I was a yo-yo bouncing in and out of my office, feeling like I was always working on a task other than what I wanted to, or planned to, be working on.

At one point I washed my coffee cup to fill it and then ran two errands with an empty cup in my hand, because I was distracted before filling it. At another point I was holding an HDMI cable that I was taking to a teacher and was interrupted a couple times, and even went back to my office holding the cable, before finally taking it to its intended place.

And this is often the norm. Being pulled one way when trying to go another. Starting a task and finding it undone an hour later. Creating a quick ‘To Do’ list, only to make it a ‘To Do Tomorrow’ list.

At one point I was asked a policy question regarding funding for an online course. I was pretty sure our system was trying to charge a student for a course I thought they should get for free. I went to the OneNote where I keep my links to the BC government policies. I got several 404 errors on the website. This even happened to my 2025-26 policy link I added in April. It seems the Ministry has made updates again and changed the main links.

I searched the website for the specific reference. Couldn’t find it. I asked Copilot to look for me. Copilot agreed with me, but didn’t provide links to the actual policy for this specific situation. I asked my online principal’s group chat, and this usually very responsive chat stayed silent for an hour and 40 minutes. Then I got an answer agreeing with me with a comment that this principal also couldn’t find the answer when she asked previously, and had to get a response from the Ministry via email.

What should have been a simple question took me almost 2 hours to answer. And I can’t even count the amount of other things I did in that time, including a 45+ minute meeting and a 10 minute phone call to a parent that I played text tag with trying to find a good time that we could both chat.

Yesterday was a good reminder of the constant interruptions, redirections, and multitasking expectations of a principal. Sure there are those moments that are efficient and effective, but for large parts of any given day, with countless ‘other duties as assigned’ tossed unexpectedly onto my ‘To Do’ list, or rather the ‘Gotta do this first’ list… most of the time the interruptions are the job.

Dearest Principal

I mentioned in my podcast with Dean Shareski that a favourite part of my job is asking myself, “How do I get to ‘Yes’?” when students come to me with big ideas and challenges that are not easy accommodate in a school. Yesterday I had an easy one, any easy ‘Yes’ when a student came to me wanting us to purchase a silk screen printing kit.

The student came to my office with the pitch just a couple minutes before I was set to have an online meeting. I told her that I had the meeting coming up and asked if she could email me, and one of my teachers, and explain why this was something good for the school, and to provide me with an Amazon link to the kit she wanted to purchase. Knowing the kid, I probably should have expected what I got from her 35 minutes later, but still, I had to chuckle at her email. Here it is in full. If you don’t want to read it all, the funniest ‘justifications’ were #12 and #15. Also noteworthy is #6, her commitment to make it easier for others to use.

Dearest Mr.Truss,

We have gathered here today to discuss the impacts a screen printer would serve this school, If you kindly agree to the purchase.

PROS

Number one. It will elevate the school’s shirt making/crafting personality. As you may know the school already own a Cricut (only cuts one colour) and a sublimation printer (only prints on white polyester shirts). We need to fill an obvious gap. We need a tool that can print multiple colours on a darker coloured shirt. A screen printer would be able to achieve this and not only that but….

Number two. It saves on material/waste used. As you may or may not have noticed but the Cricut requires the user to weed our bits of material that is unwanted in a design, creating lots of little bits of garbage. The sublimation printer uses entire sheets of paper per design. The screen printer however would not add to the amount of waste produced from our shirt making machine collection. 

Number three. I have talked with Mr.Hopkins and he thinks it’s a good idea. He mentioned that he would consider making it a media arts project so other student would be able to learn how the process works. 

Number four. The screen printer is not even a machine tbh. It’s literally just a frame and some ink. So it wouldn’t take up much space in the classroom. 

Number five. Though you might think that the ink will be messy, I assure you that I will personally make sure that anyone using it will have the proper coverage on the surfaces they’re working on. 

Number six. I will create a document with step by step instructions so people can refer to it if they need reminders or instruction on how to work it. 

Number seven. Because the screen printing screens are reusable and because screen printing itself is long lasting. It opens the possibility to mass produce clothing. Similar to the pink shirt day assembly line, we could possibly make clothing or designs for the school. 

Number eight. The Amazon kit that I am proposing provides a light. We could use the light for Media Arts as well. 

Number nine. Your students will be amazed. Incoming students will be impressed with the amount of tools at their disposal. There are many students who are interested in fashion, so they could perhaps use this new system to create their own clothing designs. 

Number ten. It does not require the use of the heat press. Unlike the Cricut and sublimation printer you won’t have to worry about students burning or pinching themselves in a hot press. 

Number eleven. The kit itself is reusable, with the photo emulsion remover you’ll be able to put different design on the screen, so you won’t have to spend more money on more screens. And even if, for whatever reason it does need a new screen, you can probably go to fabricana to get some cheaper screen and purchase it by the yard. 

Number twelve. If you desire I could make u a complimentary shirt. 

Number thirteen. If you’re gonna mass produce shirts for the school, maybe you could create shirts to sell to other people and earn more than the money you invested into this kit. I’m just saying, you’ve got students who are good graphic designers, it may be time to put them to work. 

Number fourteen. Mr. Sarte was talking to me about how beneficial a screen printer could be last year, so he’ll probably be happy if you get it too. 

Number fifteen. As a student I really value my time, but I’m sure you can imagine how much time it has taken me to write this email, thus i think it is important and worth my limited time. I could be working on my UBC personal profile right now…..

Number sixteen. This screen printer will bring you’re students closer together. It is with this screen printer that we will become an even tighter knit community. I mean you could create intramural shirts with this thing. 

CONS

Number one. It doesn’t come with yellow ink, so could we please get some so we’ll have all the primary colours and can mix different colours from there?

Thank you for considering this purchase. I’d be deeply grateful if you gifted the school with a screen printer. 

Here is a link to the Amazon kit that has all the tools we would need. [Link to item]

Here is a link to some yellow ink. [Link to item]

Much appreciation,
[Student full name]

All that for a $180 purchase of an item the whole school can use. Here was my response:

Thank you for using your valuable time for this proposal [Student name]!

My concern isn’t the cost of the purchase, but rather the quality.
I’ve asked a few teachers if this will do, or if we should spend a bit more on a kit that is more durable/better quality… You too can make suggestions (if you have time).

Thanks,
Dave

If I didn’t have a meeting that I had to attend just a couple minutes after this student came to my office, this would probably just have been a short conversation and an easy ‘Yes’. As much as the bad timing created a lot more ‘work’ for the student, I’m glad that it happened this way. I think it’s a valuable process for a student to through, and if I’m honest, reading her email was the highlight of my day.

Scope and sequence

As a principal of two very different schools, I juggle a lot of timelines and deadlines that are different for each school. My ‘regular’ school isn’t so regular, being very small and having year-long courses unlike the rest of the district high schools that have 2 semesters. My online school has thousands of part-time students, and 3 different funding periods compared to just one for all the other schools in the district. For that school, I have over 30 teachers in the 8 other high schools that have to meet different funding criteria for me compared to what they have to do for courses they teach in the high school… Everywhere I turn, I have timelines, expectations, and differentiated learning opportunities that are not the same in other schools.

As I approach retirement in the next few years, I realize that my position would be somewhat overwhelming to come into. This is true mostly around understanding the timing of everything needed to be done. The reality is that there are many people I know that could step into my job and do great things… but they would also feel like the first year was only about managing all the pieces and not about actually leading.

So, I’m starting the year with a focus on scope and sequence. It’s time for me to track all the timelines that for me are on autopilot, and I just get done. I’m going to lay out a year long plan for items and procedures that I normally just do, with a specific focus on the things that are not part of the usual processes that happen in other schools.

I enjoy the environments I’ve worked in with these two schools. There is a lot of opportunity for out-of-the-box thinking. With that comes some diverse needs and skills that really fit outside of ‘normal’. A detailed scope and sequence will help make the transition into this role much smoother than it would be without one.

The Finger

At almost any other school this would have been an immediate suspension. But this was an alternate school, and attendance for this high needs kid was more important than a consequence that kept him out of school. He had already been sent home the day before and it was the morning of the next school day. I had the kid in my office with his foster mom. We discussed what was done, the seriousness of it, and laid out future consequences if it were to happen again.

This kid sat silently staring at me the whole time. In the year and a half or so that I’d been principal of the school I think he’d never kept eye contact with me for more than a second, but now his stare was unwavering. His foster mom, whom he had a very good connection with, spoke on his behalf while he sat staring at me, no emotion expressed on his face.

This was a first offence and I didn’t believe it would happen again so I looked at him and said, “All you need to do now is tell me that you won’t do this again and you can head to class.” He sat and stared. In these situations I allow a lot of silent pause time. I don’t get uncomfortable with silence nearly as quickly as others, so I waited. It only took four to five seconds then he moved.

He slowly took his hands out of his pockets, staring at me the whole time. Then looking me right in the eyes he said, “Every time I see your face, my fingers get a boner.” And his hands made fists resting on his legs, with both his middle fingers stick up in the air at me.

His foster mom breathed out a sigh, and said under her breath, “Oh Jesus,” as she turned her head to look out the window. I bit my cheek. I wanted to burst out laughing but that would have been the wrong kind of encouragement for this kid. I bit harder, forcing myself not to laugh, trying to show as little affect as this kid was showing me. He slowly lowered his finger boners and tucked his hands back into his pockets.

Silence.

“All you need to do is tell me that you won’t do this again and you can head to class.”

Silence.

He stared. I waited. The wait time didn’t seem to bother either of us, but his poor step mom looked tortured. It had to be about a 10-12 second pause. An eternity of silence in the moment. Then he spoke up.

“I won’t do it again… can I go now?”

“Yes.”

The only further consequence was that I didn’t get any eye contact from him the rest of the year. At first I would walk in the room and see him turn away, and I wouldn’t address him at all, I gave him space. Later I’d greet him with a ‘good morning’ just as I would any other student, and he’d turn away and ignore me. It took until June before he’d even acknowledge that I was in the room.

He graduated that year without any other incidences.

The Reality of the Job

I just did a meditation that led to a short nap, and now I’m reflecting on my day ‘off’.

There are some jobs that you never have to take home with you. A Starbucks barista doesn’t have to think about their job when they aren’t working. Even when I was a Starbucks manager, there were many days when my shift was over and I didn’t think much about work until I returned for my next shift… although there were times I ended up working much more than an 8 hour day. However, I didn’t enjoy being a Starbucks manager nearly as much as being a teacher or principal of a school… but those are two very different jobs than the ones at Starbucks. The reality of being in education is that you take the job home with you.

I’ve been sick and away from work most of this week. And for a lot of it, I was truly off. A low-grade but persistent headache, flu symptoms and unpleasant coughing kept me from work, both physically and mentally. But it’s hiring time for next year and a couple positions I posted closed last night. And so today I spent most of the day coughing my way through interviews, catching up  on emails, and making some phone calls. I worked a 6+ hour day, despite it being a sick day. That’s the nature of work sometimes. I’m not complaining. I really rested yesterday and feel a lot better (though I sound a lot worse) today. It would have been nice to take today fully off too, but the reality is that some jobs just aren’t like that… and I chose a job that’s just not like that.

It’s pretty awesome being in a job with so many caring and thoughtful people that are dedicated to their jobs. It inspires me and makes days like this, days where I’m off, but not really off, to appreciate the dedication of others who do the same, don’t complain, and do a fantastic job. Whenever I hear someone complain about teachers having it easy, and having summers off, or any talk like that, it usually comes from one of two places: Either it’s from someone who doesn’t take their work home with them, or it’s from someone who does, but also benefits financially from doing so (working towards commission, a bonus, or getting paid overtime). Meanwhile teachers and principals work many extra unpaid hours and even when not well, despite having hundreds of sick days accumulated… And they put time in on weekends marking, and stay after school to prepare lessons, coach, and run events well into the evenings.

It’s the reality of the job, and it’s done for the love of serving others… Even when we aren’t at 100%.

The good news is that my headache has subsided, and I’m on the mend. I’m going to spend my weekend catching up on some shows I’ve neglected and getting a bit more sleep. I need to give myself the time I need to fully recover, to ensure that I stay healthy for the crazy month ahead.

 

Remembering No Office Day

I forgot all about this until a Facebook Memory came up a few days ago.

“My ‘No Office Day’ Post , (December 11th, 2010) was inspired by a busy schedule whereby I promised my staff I’d see more of them and then promptly got stuck in an almost all-day meeting. The following day, I didn’t bring my laptop to school and spent the entire day in classrooms. I chronicled my day by taking some photos on my phone and uploading them to twitter with the hashtag #noofficeday.”

That quote was taken from my ‘International No Office Day’ post, at the end of August 2011. I feel like I wrote these blog posts a full lifetime ago. It’s kind of neat that this one No Office Day that I had in Dalian, China became an international event. It was fun to read blog posts, news clips, and even watch YouTube videos about other principals spending the full day in classrooms and not their office.

I just dug this up with a Google search. Beyond the Open-Door Policy, and I chuckle at the reporting which stated I had only done ‘scheduled walkthroughs’ for nearly a month. I tried to visit every classroom every day, and said that visit could be a simple walkthrough, but I didn’t have a formal schedule. I also remember this day getting a bit of criticism too, but I don’t remember the specifics.

Still the experience I shared was a wonderful event, and I love looking back at the pictures I took in classrooms. The fact that it became an event and was shared by many others makes me smile. I think some day early next year I might hold another one of these days. I might only do a morning because my one school is so small, I can hit all 4 grades in 4 blocks… and my online school doesn’t have classes I can join.

It will be fun to revive this day and spend a bit more time in classes with kids.

Grad speech

For our small school we invite the entire community to watch our grad. So since our first grad in 2016, I’ve written a completely different grad speech each year. I have a former student who has seen at least the last 5, and he is very honest about what he thinks of them… and I value his feedback.

This year I’m struggling with the topic. I usually have the frame of the speech completed by now, if not the whole thing written. I’m still deciding on my theme. So, tonight I write, tomorrow I rehearse, and Wednesday I am on stage sharing it. I don’t mind a tight timeline, but I do wish I was a little further along right now.

In the end, it’s not about me, it’s about the grads… I just want to share something not too long, and respectful to our grads and our community. And maybe, if I’m lucky, get a small chuckle or two. Wish me luck!

Nobody told me

Nobody told me that there would be days where all I do is go to meetings and deal with emergent issues. Or how important it would be to deal with these emergent issues immediately. Nobody told me that my priorities would be whatever other’s priorities are, and that my priorities would take a back seat on my to-do-list truck of things that need to get done.

But that is the job. It’s about getting everyone on the same truck, going the same direction, while emergent issues come at you from any and every direction. The biggest challenge: making sure you have enough gas in the tank… both metaphorically and literally.

Nobody told me there would be days like these. Strange days indeed!

‘A’ Game

I had a conversation with a colleague in another district yesterday. I was thanking him for suggesting a great book I’m listening to. We talked about the unique nature of our jobs and he said something that hit a chord with me. He said that while he likes his job as an online school principal, and how unique the challenges are, he’s tired of feeling like there are too many things that come at him at once to give his ‘A’ game all the time. He mentioned that it feels like the best he can do is a ‘C’ or a ‘C+’.

He said, “But that’s not how I like to operate. When I was a teacher I had a lot of control about what my day looked like. Sure, I couldn’t bring my ‘A’ game to every single thing I did, but most of my day was determined by me, and I could regularly bring my ‘A’ game. I can’t do that in this job even though I want to.”

I totally get it. It’s like this job is a juggling act and every time you think you can put on a good show, someone adds one more ball to the balls you are juggling. You looked and felt confident juggling 4 balls, and suddenly you are fumbling with a 5th. Just as you feel good about the 5th ball, a 6th is thrown in. You spend more time picking up the balls than you do juggling. A juggler isn’t showing you their ‘A’ game when they are picking balls up off the floor.

My colleague and I both agreed that we like our jobs, and we want to stay where we are, but lamented about our ability to have control over our days… to decide at the start of the day how many balls we were going to juggle that day. I think that’s something every principal feels and understands. We like our jobs, we just wish we could bring our ‘A’ game to it a little more often.