I was once asked during an icebreaker in a professional learning session to share a story about my last name. What I thought would be a light moment quickly became emotional. My grandfather borrowed another name to come to America, but his attempt was not successful, and yet our family remained with it. Being asked to share that story on the spot caught me off guard. It was personal, it was heavy, and it was rushed into the open by an activity intended to be lighthearted.
That highlights the problem with many icebreakers. Facilitators often ask for vulnerability without context, pushing people into performances disconnected from the session’s purpose. For some educators, especially those from historically marginalized backgrounds, being asked to disclose personal details without trust can feel unsafe. I have both delivered and received professional learning where icebreakers were the first order of business, and they often felt irrelevant. I have had to supply “fun facts” I had not thought about in years or invent something just to move the activity along.
And inevitably, somewhere later in the day, the facilitator says, “We are running out of time” or “We do not have time to discuss this in depth.” The irony is sharp: Meaningful discussion gets cut short while minutes were spent on activities that added little value.
Why icebreakers persist
Why do icebreakers persist despite their limitations? Part of it is tradition. They are familiar, and many facilitators replicate what they have experienced in their own professional learning. Another reason is belief in their power to foster collaboration or energize a room. Research suggests there is some basis for this. Chlup and Collins (2010) found that icebreakers and “re-energizers” can, when used thoughtfully, improve motivation, encourage interaction, and create a sense of safety for adult learners. These potential benefits help explain why facilitators continue to use them.
But the promise is rarely matched by practice. Too often, icebreakers are poorly designed fillers, disconnected from learning goals, or stretched too long, leaving participants disengaged rather than energized.
The costs of misuse
Even outside education, icebreakers have a negative reputation. As Kirsch (2025) noted in The New York Times, many professionals “hate them,” questioning their relevance and treating them with suspicion. Leaders in other fields rarely tolerate activities that feel disconnected from their core work, and teachers should not be expected to, either.
Research on professional development supports this skepticism. Guskey (2003) found that professional learning only matters when it is carefully structured and purposefully directed. Simply gathering people together does not guarantee effectiveness. The most valued feature of professional development is deepening educators’ content and pedagogical knowledge in ways that improve student learning–something icebreakers rarely achieve.
School leaders are also raising the same concerns. Jared Lamb, head of BASIS Baton Rouge Mattera Charter School in Louisiana and known for his viral leadership videos on social media, argues that principals and teachers have better uses of their time. “We do not ask surgeons to play two truths and a lie before surgery,” he remarked, “so why subject our educators to the same?” His critique may sound extreme, but it reflects a broader frustration with how professional learning time is spent.
I would not go that far. While I agree with Lamb that educators’ time must be honored, the solution is not to eliminate icebreakers entirely, but to plan them with intention. When designed thoughtfully, they can help establish norms, foster trust, and build connection. The key is ensuring they are tied to the goals of the session and respect the professionalism of participants.
Toward more authentic connection
The most effective way to build community in professional learning is through purposeful engagement. Facilitators can co-create norms, clarify shared goals, or invite participants to reflect on meaningful moments from their teaching or leadership journeys. Aguilar (2022), in Arise, reminds us that authentic connections and peer groups sustain teachers far more effectively than manufactured activities. Professional trust grows not from gimmicks but from structures that honor educators’ humanity and expertise.
Practical alternatives to icebreakers include:
Norm setting with purpose: Co-create group norms or commitments that establish shared expectations and respect.
Instructional entry points: Use a short analysis of student work, a case study, or a data snapshot to ground the session in instructional practice immediately.
Structured reflection: Invite participants to share a meaningful moment from their teaching or leadership journey using protocols like the Four A’s. These provide choice and safety while deepening professional dialogue.
Collaborative problem-solving: Begin with a design challenge or pressing instructional issue that requires participants to work together immediately.
These approaches avoid the pitfalls of forced vulnerability. They also account for equity by ensuring participation is based on professional engagement, not personal disclosures.
Closing reflections
Professional learning should honor educators’ time and expertise. Under the right conditions, icebreakers can enhance learning, but more often, they create discomfort, waste minutes, and fail to build trust.
I still remember being asked to tell my last name story. What emerged was a family history rooted in migration, struggle, and survival, not a “fun fact.” That moment reminds me: when we ask educators to share, we must do so with care, with planning, and with purpose.
If we model superficial activities for teachers, we risk signaling that superficial activities are acceptable for students. School leaders and facilitators must design professional learning that is purposeful, respectful, and relevant. When every activity ties to practice and trust, participants leave not only connected but also better equipped to serve their students. That is the kind of professional learning worth everyone’s time.
References
Aguilar, E. (2022). Arise: The art of transformative leadership in schools. Jossey-Bass.
Chlup, D. T., & Collins, T. E. (2010). Breaking the ice: Using ice-breakers and re-energizers with adult learners. Adult Learning, 21(3–4), 34–39.https://doi.org/10.1177/104515951002100305
Guskey, T. R. (2003). What makes professional development effective? Phi Delta Kappan, 48(10), 748–750.
Andy Szeto, Ed.D, Professor and District Administrator
Andy Szeto, Ed.D., is a district administrator and professor of educational leadership and teacher education. He has taught over fifty graduate-level courses in leadership and instructional practice, published on AI in education, social studies instruction, and leadership development, and advised aspiring administrators throughout his career.
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Artificial Intelligence is reshaping how school administrators, from K–12 principals to university registrars, manage operations, make decisions, and communicate with stakeholders. As resources tighten and expectations rise, AI tools for school administrators offer a powerful opportunity to do more with less. In the 2023–24 school year, a growing majority of K–12 staff are now using AI tools in their work. In a recent Ellucian survey, 61% of higher ed respondents said they’re already using AI, and about 80% cited productivity and efficiency as their main reasons for adopting it.
This isn’t just a tech trend. It’s a real shift in how schools function. AI can automate repetitive tasks, surface data-driven insights, and generate personalized communications. For busy administrators, that means less time on paperwork and more time supporting students and staff.
In this article, we’ll break down how AI is transforming educational management. You’ll see practical use cases, benefits like faster decision-making and streamlined workflows, and what to watch out for when it comes to ethics and implementation. Whether you’re running a district office or managing a registrar’s team, this guide will help you lead smarter and work more efficiently, with AI as your partner.
Are you ready to improve visibility, engagement, and enrollment?
Partner with HEM for solutions designed to help your institution stand out.
How AI Enhances Decision-Making for Administrators
How does AI help school administrators make better decisions? AI’s greatest strength in school management lies in transforming raw data into clear, actionable insights. Administrators regularly face overwhelming volumes of information, grades, attendance, budget reports, and surveys that can be difficult to parse manually. AI tools help by quickly identifying patterns that support evidence-based decisions.
Predictive analytics, for example, can forecast enrollment trends or flag early warning signs. A high school principal might spot which student groups are at risk of chronic absenteeism, while a registrar could project staffing needs for upcoming semesters based on historical data.
AI dashboards make this analysis easy to interpret. They can highlight underused programs, suggest reallocating resources, or model different outcomes to support strategic planning. If an extracurricular activity shows consistently low participation, the system might recommend shifting resources to better-performing initiatives.
The result is faster, more informed decision-making. With AI as a planning partner, administrators gain a sharper view of their institution and can act with confidence and precision.
Automating Routine Administrative Tasks with AI
What routine administrative tasks can AI automate in schools? From attendance logs to class schedules, school administrators are buried in repetitive tasks that sap time and focus. AI is stepping in to take care of the busywork, streamlining operations and giving staff space to lead more strategically.
Take attendance tracking. Instead of manual entry, AI-powered systems can log student presence through smart ID cards or facial recognition check-ins. These tools don’t just record absences; they spot trends. A sudden drop in attendance? The system flags it, prompting early intervention. Some schools now pair attendance with performance data to identify at-risk students before grades slip or disengagement deepens.
Scheduling is another pain point. Building a timetable involves balancing staff availability, room assignments, student choices, and course caps. AI algorithms solve this puzzle fast. In Boston, a genetic algorithm optimized school bus routes in under an hour, cutting 50 buses and saving $5 million annually. That same principle applies to class scheduling, resource allocation, and beyond.
Report generation also gets a boost. AI tools for school administrators can pull data and format it into accurate, ready-to-send reports, such as monthly summaries, performance dashboards, and compliance logs, without human input. Even tedious data entry tasks like processing forms or invoices are simplified through OCR-powered automation.
Need to review a long policy or school social media policy? AI tools now scan, summarize, and highlight what matters. Post-meeting? Transcription services like Otter.ai generate action items and summaries within minutes.
The impact is clear: by automating the everyday, AI frees up time for what truly matters, strategic thinking, collaboration, and student support.
AI for Communication and Writing in School Administration
Strong communication is central to effective school leadership. Yet writing everything from newsletters to policy updates can eat up an administrator’s already busy schedule. That’s where AI can step in, not to replace the human voice, but to support it.
Generative AI tools like Grammarly, ChatGPT, and Jasper are helping school leaders draft clearer, more consistent communications. Do you need to send a monthly update to parents? AI can suggest section headers, polish grammar, and help set the right tone. Drafting a memo to staff? AI can create a first version that administrators can refine for local context. These tools are especially helpful when writing in a non-native language or tailoring content to a specific reading level.
They also save time on summarizing. AI can distill a lengthy school board report into a concise briefing in seconds, or help craft sensitive messages with more precision. One district principal used AI to write a winter holiday letter. The tone was spot on, but the AI mistakenly referenced sledding, forgetting the school was in a warm climate. The principal simply edited it. This type of human oversight ensures accuracy while significantly reducing drafting time.
AI’s reach extends beyond written documents. Many schools and universities now use chatbots to handle FAQs around enrollment, deadlines, and policies. Georgia State’s “Pounce” chatbot reduced summer melt by 21 percent by keeping students engaged. CSUN’s “CSUNny” improved retention by providing 24/7 support. In K–12, chatbots answer parent questions or send automated reminders, freeing staff from phone call overload.
In short, AI acts as a communication partner, speeding up writing, strengthening clarity, and helping administrators stay connected without burning out.
Key Benefits of AI in School Management
When thoughtfully implemented, AI can significantly improve how schools are run, especially for administrators balancing limited resources, increasing demands, and time-sensitive responsibilities. Here are five key advantages that AI brings to school management.
Greater Efficiency and Time Savings AI handles repetitive, time-consuming tasks such as data entry, attendance tracking, report generation, and scheduling. Automating these processes minimizes errors and frees up valuable hours for principals and support staff to focus on more impactful activities, like supporting teachers, engaging with parents, and driving instructional improvements. According to the McKinsey report, AI tools can help educators and administrators reclaim 20 to 40 percent of their time previously spent on routine tasks.
Cost Savings and Better Use of Resources Schools often operate on tight budgets. AI helps by identifying operational inefficiencies and suggesting cost-saving alternatives. AI also helps in allocating resources more wisely, whether adjusting staffing based on predicted needs or identifying underutilized facilities to repurpose. These efficiencies help schools manage tight budgets. Schools can avoid unnecessary expenditures by relying on AI analysis to guide decisions.
Smarter, Data-Driven Decisions AI systems analyze student performance, behaviour trends, and resource utilization far more quickly than a human could. For instance, if data shows that a particular grade level is struggling in math, school leaders can intervene early with targeted support. Having these insights readily available leads to stronger decisions grounded in real evidence.
Stronger, Personalized Communication AI-powered tools like chatbots and automated messaging platforms allow schools to provide timely, personalized updates to parents and students. From attendance alerts to event reminders, these systems ensure important information gets delivered and acted on, without staff needing to make dozens of phone calls or send multiple emails.
Strategic Focus and Innovation By handling operational tasks in the background, AI gives administrators more bandwidth to focus on long-term priorities. Whether that’s improving school culture, mentoring educators, or piloting new programs, leaders can spend less time buried in paperwork and more time driving change.
Challenges of Implementing AI for School Administrators
What challenges do schools face when implementing AI tools? The potential of AI in education is vast, but unlocking it requires more than just installing a new tool. For school administrators, adopting AI often brings a mix of excitement and logistical complexity. Here are the key implementation challenges leaders should be prepared to navigate.
Upfront Costs and Infrastructure Needs Launching AI systems can involve steep initial costs. Schools may need to purchase licenses, upgrade hardware, or improve network connectivity. Basic requirements like reliable internet and compatible devices can be hurdles, especially in underfunded or rural districts. While grants or partnerships may offset expenses, planning for these investments is essential.
Staff Training and Resistance to Change AI adoption means changes in workflows. Teachers, clerical staff, and leadership teams must learn how to use new tools effectively. Resistance often stems from fear of job displacement or lack of familiarity. Providing professional development, starting with small pilots, and showing quick wins are all important steps in gaining staff buy-in.
Data Integration and Quality Issues AI is only as good as the data it works with. Many schools operate with siloed or inconsistent data systems. AI needs clean, well-integrated data to function properly. If attendance, grades, or behaviour logs aren’t standardized, outputs can be skewed or misleading. Administrators may need to revamp data practices and work closely with IT teams to ensure accuracy and consistency.
Ongoing Maintenance and Oversight AI tools aren’t set-it-and-forget-it. They require regular updates, monitoring, and occasional recalibration. Schools without dedicated IT support may struggle to sustain them. Assigning responsibility for AI upkeep and budgeting for long-term maintenance are key to success.
Human Trust and Role Clarity Some staff may worry that automation threatens their jobs. Others may be skeptical of the AI’s accuracy. Administrators should communicate clearly that AI augments human work, not replaces it, and maintain human oversight to ensure outputs are reviewed and contextualized.
Addressing these challenges proactively can turn early hurdles into long-term advantages.
Ethical and Privacy Considerations with AI in Schools
Alongside technical and logistical challenges, school administrators must carefully consider the ethical implications of using AI. Because education involves minors and sensitive data, ethical missteps can have lasting consequences. From student privacy to algorithmic bias, it’s essential to put safeguards in place that prioritize safety, equity, and transparency.
Data Privacy and Security AI systems often require access to student records, health information, and sometimes even biometric data. Feeding this information into cloud-based tools or algorithms increases the risk of misuse or breaches. Administrators must ensure that all systems meet rigorous data protection standards, and that families are informed about what data is collected and how it’s used. Best practices include strong encryption, regular audits, transparent data policies, and opt-out or deletion options when appropriate. Over-surveillance, like constant monitoring or facial recognition, can also undermine trust. Schools must strike a balance between data-driven insights and preserving a respectful learning environment.
Bias and Fairness AI systems trained on historical data can unintentionally reinforce existing inequalities. Predictive models used to identify at-risk students, allocate resources, or evaluate staff must be tested for fairness across race, gender, and socioeconomic status. If unchecked, biased outputs could deepen disparities instead of correcting them. Administrators should work with vendors to ensure diverse training data and conduct regular audits of AI decisions. Involving stakeholders, teachers, parents, and even students in reviewing AI use helps bring community accountability into the process.
Transparency and Accountability Schools should avoid “black box” tools that make recommendations without clear reasoning. Any AI system used to inform decisions, like admissions or discipline, should offer interpretable outputs and allow for human oversight. Clear policies must be in place to define who is responsible if the AI makes a mistake. Human judgment should always remain central.
Academic Integrity and Human Development Generative AI tools raise new questions about cheating, originality, and learning. Administrators must set clear guidelines on acceptable and unacceptable use, emphasizing that AI should support learning, not replace it. Over-reliance on AI for writing or problem-solving can weaken essential student skills. Responsible use requires balancing innovation with the core educational mission of developing thinkers and communicators.
Equity of Access AI should not become a new driver of inequality. If only well-funded schools can afford effective AI tools, achievement gaps will widen. Public institutions, nonprofits, and policymakers must work together to promote equitable access through shared resources, training, and support. Every student deserves the benefits of smart technology, not just those in the most resourced districts.
In short, the power of AI for school management must be matched with principled leadership. Ethical implementation demands vigilance, humility, and transparency, qualities that define the best
How to Implement AI in School Administration
Bringing AI into school administration is a strategic process, not a quick plug-and-play solution. To maximize its benefits and minimize disruption, education leaders need to approach AI adoption methodically. Here’s a roadmap for successfully implementing AI in school operations.
Assess Needs and Define Goals Start with a clear-eyed look at current workflows. What drains staff time? Where are inefficiencies or bottlenecks? Pinpoint specific areas where AI could make a meaningful difference, such as automating repetitive data entry or improving enrollment forecasting. From there, define measurable goals, like reducing schedule conflicts or increasing the speed of report generation. These targets will shape your entire implementation and help evaluate success.
Example: Katy Independent School District (Texas, USA): Facing a growing administrative burden, Katy ISD recognized that its support staff were “outnumbered” by high volumes of repetitive tasks (answering routine inquiries, data entry, etc.). District leaders set a concrete goal for their AI initiative: have AI handle roughly 30% of routine administrative inquiries – with 24/7, bilingual support – so that human staff can focus on high-value interactions. This target was born from a needs assessment of where staff time was being drained. By defining this goal (30% automation of inquiries), Katy ISD created a clear metric for success and a focused vision: use AI as a virtual assistant to improve responsiveness to families while freeing staff for more complex student and parent needs.
Research and Select the Right Tools Not all AI tools are created equal. Once you’ve identified priorities, explore tools designed for education. Look for platforms that integrate easily with your existing systems (SIS, LMS, HR) and are user-friendly for staff. Prioritize solutions with strong vendor support and a track record in the education sector. Talking to peer institutions or reviewing relevant case studies can offer valuable insights.
Example: University of Richmond (Virginia, USA): In higher education, institutions are also methodical in choosing AI for administrative use. The University of Richmond explicitly notes the “transformative potential of generative AI…in enhancing administrative efficiencies”, but pairs that excitement with careful evaluation criteria. In official staff guidelines, the university directs its administrative teams to critically vet AI tools for technical fit, security, and ethical considerations. Staff are encouraged to pilot new AI-based services (from chatbots to transcription tools) in a controlled manner – checking that any chosen tool aligns with data privacy policies and the university’s values.
Start with a Pilot Choose a small-scale pilot to test your chosen tool. This might mean introducing a scheduling AI in one department or using a chatbot for financial aid inquiries. Track outcomes closely—are tasks being completed faster? Are users more satisfied? Gather feedback and refine the approach before expanding. A strong pilot builds confidence and creates internal champions.
Example: Indianapolis Public Schools (Indiana, USA): IPS illustrates the wisdom of beginning AI adoption on a small scale. In the first year of its AI initiative, the district ran a pilot with just 20 staff members using a district-approved AI tool to handle some of their tasks. This limited pilot let IPS observe real-world uses and challenges (e.g., how an AI writing assistant might help draft reports) without impacting all schools. District leaders gathered feedback and saw improvements, which informed an official AI policy in development. This phased pilot approach gave IPS the chance to refine guidelines and train users in between phases.
Train Staff and Build Buy-In Training is critical. Provide hands-on sessions, user guides, and a forum for questions. Explain how the AI will support, not replace, staff, and share early successes. Framing AI as a helpful assistant rather than a threat makes adoption smoother. Emphasize the time-saving potential and how it frees up staff for more meaningful work.
Example: School District of Philadelphia (Pennsylvania, USA): Philadelphia’s public school system, in partnership with the University of Pennsylvania, launched a first-of-its-kind AI training pilot to ensure educators and administrators were on board and prepared. The program, called PASS (Pioneering AI in School Systems), was announced in late 2024 and offers multi-tiered professional development free to a pilot group of district staff. Crucially, PASS explicitly targets mindset and skill-building: it trains district administrators on strategic planning for AI, guides school leaders on implementing AI tools in their schools, and coaches teachers on using AI to enhance (not replace) instruction.
Scale Gradually and Integrate Thoughtfully With a successful pilot in hand, plan for phased implementation. Avoid overwhelming staff by rolling out AI features in stages: first attendance, then scheduling, then reporting. Make sure each step integrates well with existing workflows. Be prepared to revise outdated processes to accommodate the new tool, and keep communication open throughout the transition.
Example: Indianapolis Public Schools (Indiana, USA): After its initial small-scale pilot, IPS is deliberately not rushing into a district-wide rollout – exemplifying thoughtful integration. The district is entering a second pilot year with more staff and a new tool (Google’s Gemini chatbot), but has held off on immediately procuring a permanent, system-wide AI platform. This restraint is intentional: IPS leaders want to ensure any AI tool is truly effective and fits their needs before integrating it into all schools. They are also developing an AI Advisory Committee (including administrators, teachers, tech, and legal experts) to guide integration and update usage policies as the pilot expands. By scaling usage gradually – first 20 staff, now a larger cohort, still not yet student-facing – IPS can adjust its data integration, security settings, and training materials in parallel.
Monitor, Measure, Improve Implementation doesn’t stop at rollout. Regularly assess whether the AI is meeting your goals. Track KPIs like time saved, error rates, or satisfaction levels. Use this data to fine-tune the system and report outcomes to stakeholders. AI platforms often improve with use, especially those built on machine learning. Feeding back your school’s data will make them more effective over time.
Example: Deakin University (Victoria, Australia): Deakin’s IT and administrative teams exemplify continuous improvement with their AI-powered student services. The university’s digital assistant “Genie” was rolled out in stages and is closely monitored for usage and performance. Since launching across campus, Genie’s user base has more than doubled within a year over 25,000 students having downloaded the app, a metric the university tracks to gauge adoption. Deakin’s Chief Digital Officer noted they analyze conversation data: at peak times, Genie handles up to 12,000 conversations a day, and they review the top categories of student questions (e.g., timetable info, assignment deadlines). By identifying the most common inquiries, the team continuously updates Genie’s responses and adds new features. This ongoing measurement extends to quality checks – the university monitors whether Genie’s answers resolved students’ issues or if human staff had to follow up, informing further training of the AI.
Foster a Culture of Innovation Successful AI integration requires a mindset shift. Leaders should create an environment where staff feel empowered to try new approaches and share feedback. Celebrate wins, learn from setbacks, and reinforce that AI is a tool to enhance human capacity, not replace it.
Example: Cottesmore School (West Sussex, UK): This independent boarding school has embraced an innovation-first culture in its administration, particularly with AI. Headmaster Tom Rogerson gained international attention in 2023 for appointing an AI chatbot as an “assistant headteacher” – named “Abigail Bailey” – to support strategic decision-making. The move was less about the tech itself and more about signaling to staff and students that experimenting with new ideas is welcome. Rogerson frames the project as a well-being and innovation initiative: the AI assistant serves as a “strategic leadership mentor,” providing impartial insights, while human leaders remain in charge. In addition to this high-profile experiment, Cottesmore has hosted free AI conferences and masterclasses for educators. For example, the school ran an “AI Festival” where staff from Cottesmore and other schools tried out AI tools and shared ideas in a collaborative environment. By openly discussing both the opportunities and challenges of AI, and even inviting outside experts to weigh in, the headmaster created a safe space for his team to be curious and creative.
Implementing AI in school administration is an ongoing journey, but with a clear strategy and commitment to collaboration, schools can unlock new levels of efficiency, insight, and impact. The result is a smarter, more responsive administrative operation that supports the broader mission of education.
Final Thoughts
AI is transforming education management by enhancing, not replacing, the work of school administrators. It takes on time-consuming tasks, delivers faster insights from data, and strengthens communication with students, families, and staff. The result is more time for leaders to focus on strategy, mentorship, and school culture.
At HEM, we view AI as a vital part of a modern, responsive education strategy. Schools that adopt AI thoughtfully are better prepared to navigate enrollment shifts, budget pressures, and rising expectations. The key is clear planning, ethical use, and keeping people at the centre.
AI gives administrators the support they need to lead more effectively. With the right approach, it can elevate the quality and impact of school leadership.
Are you ready to improve visibility, engagement, and enrollment?
Partner with HEM for solutions designed to help your institution stand out.
Frequently Asked Questions
Question: How does AI help school administrators make better decisions?
Answer: AI’s greatest strength in school management lies in transforming raw data into clear, actionable insights. Administrators regularly face overwhelming volumes of information, grades, attendance, budget reports, and surveys that can be difficult to parse manually. AI tools help by quickly identifying patterns that support evidence-based decisions.
Question: What routine administrative tasks can AI automate in schools?
Answer: From attendance logs to class schedules, school administrators are buried in repetitive tasks that sap time and focus. AI is stepping in to take care of the busywork, streamlining operations and giving staff space to lead more strategically.
Question: What challenges do schools face when implementing AI tools?
Answer: The potential of AI in education is vast, but unlocking it requires more than just installing a new tool. For school administrators, adopting AI often brings a mix of excitement and logistical complexity.
I know what it feels like to stand in front of a classroom that does not have enough. Not enough computers. Not enough up-to-date software and technical tools. Not enough resources to give every student the experience they deserve. When students notice these gaps, they notice more than the missing tools. They begin to question whether their education and, by extension, their potential really matters. That doubt can quietly drain their confidence.
This is why dependable resources are not simply a bonus in education. They are a lifeline. In my role leading the Scholastic Esports Academy in the Five Carat Choice Program at Palm Beach Lakes High School, I have watched how access to quality equipment and meaningful project-based learning transforms students from the inside out. It is not only about what they learn but about how they begin to see themselves.
I have been fortunate to develop partnerships with organizations like Cleverlike Studios, changing the game for my students by bringing advanced technology and creativity directly into the classroom. For example, they learned how to create new characters for Minecraft and designed custom esports jerseys for their Minecraft characters. Students were engaged while learning in games they know and love. These experiences allow them to express their creativity and see their ideas come to life while building complex skills such as coding, digital media, and game design.
When students make the leap from simple play to design, careers in technology and digital media suddenly seem accessible, even if they have never seen themselves in these fields before. Scholastic esports is an avenue within the educational landscape that merges the captivating realm of the video game industry with project based learning and educational objectives. It capitalizes on students’ existing interests for STEM subjects, including gamification, digital media, robotics, and financial literacy, directing them towards a structured and educational setting.
In just five years, the Palm Beach Lakes Scholastic Esports Academy has grown from a small club of ten students to more than five hundred, becoming a full CTE academy that operates both during the school day and after school. Through this experience, students are earning four to five industry certifications along their four year pathway. Their success demonstrates what happens when resources are reliable, relatable, and creativity is encouraged. Students are now able to see themselves in real time through 3D models and their own digital designs, creating new characters for Minecraft and customizing their own esports jerseys.
Recognizing this success, the Pew Foundation invested nearly $500,000 to expand our infrastructure and transform the program from an after school club into a full daytime classroom experience, creating even greater opportunities for growth and student success. Now, when our students walk into the Esports classroom, they enter a space built around their passions. They see powerful gaming computers, professional streaming equipment, and projects that speak their language. Suddenly, the skills they once thought were only for others become reachable. They begin to realize that their love for video games, robotics, and digital media can open doors to real world careers and college opportunities.
The results speak for themselves:
In FY23 Palm Beach Lakes High School used a Pew Grant to launch the esports course and compared outcomes with a matched group of students.
Students who participated in esports had significantly lower rates of in-school or out-of-school suspension, with about half as many incidents as their non-esports peers.
Absenteeism among esports students was also slightly lower.
While GPA and certification pass rates were similar, the behavioral improvements were clear and meaningful.
These numbers match what I see every day. Students who once struggled to stay engaged now show up early to practice. They stay late to collaborate. They treat each other with a level of respect and teamwork that carries over into their other classes.
None of this would be possible without reliable and relatable resources that connect directly to students’ interests and experiences. In a Title I school, these tools make learning meaningful by turning abstract ideas into hands-on projects that students can see, touch, and create. Expanding their minds through hands-on learning and project based materials from companies like Cleverlike Studios, our students gain access to educational tools that connect classroom lessons to real world applications. Coding challenges, game design projects, and digital media activities inspire creativity, critical thinking, and collaboration. Most importantly, this work helps students see that their ideas and talents have value and that their creativity can open doors to future opportunities.
For many of my students’ resources have always been scarce. But in the Scholastic Esports Academy they find more than equipment. They find opportunity. They discover that their skills have value beyond the game and that their voices and ideas matter. They begin to picture themselves as leaders in technology, media, and STEM fields.
Student Alyssa Chavez said, “Last year, we completed an assignment to design a jersey for our esports teams to wear on Minecraft. The Esports Jersey assignment was very helpful and even inspiring to me because it helped me learn to adapt and appeal to the suggestions and requirements that a client or partner would want me to apply to a project. The use of the Blockbench program helped me to understand the importance of knowing how to navigate and use a program to do my best work for certain projects. When making the jersey, I took the elements and colors of our ‘Retro Rams’ branding and applied them to the jersey to create a design that represents unity and teamwork, showcasing the unity of our esports team.”
This is why I believe scholastic esports is not just about gaming. It is about creating a bridge between curiosity and opportunity. It is about giving students in under-resourced communities the confidence to dream bigger and the tools to make those dreams real.
The ongoing success of our academy is proof that when education is supported with vision, dedication, and the right resources, students will rise. We have created a space where learning feels real, where creativity thrives, and where confidence is built through experience. Partners like Cleverlike Studios have played a part in this progress by providing educational tools that enhance what we do every day. Together, we are demonstrating that reliable and relatable learning environments not only inspire achievement but also prepare students to succeed beyond the classroom.
Julius Edwards, Palm Beach Lakes Esports & Sunshine State Esports League
Julius Edwards is an award-winning educator and visionary leader dedicated to empowering students through technology and esports. As the 2024 K–12 Scholastic Esports Coach of the Year, he leads Palm Beach Lakes High School’s Esports Academy, preparing students for success in both higher education and the digital workforce. Through his leadership, Julius has dramatically increased student engagement, creating safe, inclusive spaces where students—especially those who may not typically participate in extracurricular activities—can connect, thrive, and discover new opportunities. By seamlessly integrating STEM and esports, he ensures students are not only immersed in gaming but are also introduced to career pathways in broadcasting, graphic design, cyber security, engineering, and digital content creation. Julius is the Vice President of SSEL (Sunshine State Esports League) and a 2025 FETC Featured Speaker, where he shares insights on building inclusive, future-ready learning environments. He was named a 2023 Full Sail University Extraordinary Educator and serves as a NASEF Scholastic Esports Mentor, supporting educators nationwide in integrating esports into purposeful instruction. He is also a proud member of Leadership Florida Education Class 8, a network of changemakers dedicated to transforming education in Florida. Furthermore, he is the CEO of Infusing Education and Consulting, LLC and a founding member of L.I.T.E.S. (Literacy Infused Technology Educational Support, INC), a nonprofit focused on bridging literacy and technology in underserved communities.
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by Tanishia Lavette Williams, The Hechinger Report November 4, 2025
The year I co-taught world history and English language arts with two colleagues, we were tasked with telling the story of the world in 180 days to about 120 ninth graders. We invited students to consider how texts and histories speak to one another: “The Analects” as imperial governance, “Sundiata” as Mali’s political memory, “Julius Caesar” as a window into the unraveling of a republic.
By winter, our students had given us nicknames. Some days, we were a triumvirate. Some days, we were Cerberus, the three-headed hound of Hades. It was a joke, but it held a deeper meaning. Our students were learning to make connections by weaving us into the histories they studied. They were building a worldview, and they saw themselves in it.
Designed to foster critical thinking, this teaching was deeply human. It involved combing through texts for missing voices, adapting lessons to reflect the interests of the students in front of us and trusting that learning, like understanding, unfolds slowly. That labor can’t be optimized for efficiency.
Yet, today, there’s a growing push to teach faster. Thousands of New York teachers are being trained to use AI tools for lesson planning, part of a $23 million initiative backed by OpenAI, Microsoft and Anthropic. The program promises to reduce teacher burnout and streamline planning. At the same time, a new private school in Manhattan is touting an AI-driven model that “speed-teaches” core subjects in just two hours of instruction each day while deliberately avoiding politically controversial issues.
Marketed as innovation, this stripped-down vision of education treats learning as a technical output rather than as a human process in which students ask hard questions and teachers cultivate the critical thinking that fuels curiosity. A recent analysis of AI-generated civics lesson plans found that they consistently lacked multicultural content and prompts for critical thinking. These AI tools are fast, but shallow. They fail to capture the nuance, care and complexity that deep learning demands.
When I was a teacher, I often reviewed lesson plans to help colleagues refine their teaching practices. Later, as a principal in Washington, D.C., and New York City, I came to understand that lesson plans, the documents connecting curriculum and achievement, were among the few steady examples of classroom practice. Despite their importance, lesson plans were rarely evaluated for their effectiveness.
When I wrote my dissertation, after 20 years of working in schools, lesson plan analysis was a core part of my research. Analyzing plans across multiple schools, I found that the activities and tasks included in lesson plans were reliable indicators of the depth of knowledge teachers required and, by extension, the limits of what students were asked to learn.
Reviewing hundreds of plans made clear that most lessons rarely offered more than a single dominant voice — and thus confined both what counted as knowledge and what qualified as achievement. Shifting plans toward deeper, more inclusive student learning required deliberate effort to incorporate primary sources, weave together multiple narratives and design tasks that push students beyond mere recall.
I also found that creating the conditions for such learning takes time. There is no substitute for that. Where this work took hold, students were making meaning, seeing patterns, asking why and finding themselves in the story.
That’s the transformation AI can’t deliver. When curriculum tools are trained on the same data that has long omitted perspectives, they don’t correct bias; they reproduce it. The developers of ChatGPT acknowledge that the model is “skewed toward Western views and performs best in English” and warn educators to review its content carefully for stereotypes and bias. Those same distortions appear at the systems level — a 2025 study in the World Journal of Advanced Research and Reviews found that biased educational algorithms can shape students’ educational paths and create new structural barriers.
Ask an AI tool for a lesson on westward expansion, and you’ll get a tidy narrative about pioneers and Manifest Destiny. Request a unit on the Civil Rights Movement and you may get a few lines on Martin Luther King Jr., but hardly a word about Ella Baker, Fannie Lou Hamer or the grassroots organizers who made the movement possible. Native nations, meanwhile, are reduced to footnotes or omitted altogether.
Curriculum redlining — the systematic exclusion or downplaying of entire histories, perspectives and communities — has already been embedded in educational materials for generations. So what happens when “efficiency” becomes the goal? Whose histories are deemed too complex, too political or too inconvenient to make the cut?
None of this is theoretical. It’s already happening in classrooms across the country. Educators are under pressure to teach more with less: less time, fewer resources, narrower guardrails. AI promises relief but overlooks profound ethical questions.
Students don’t benefit from autogenerated worksheets. They benefit from lessons that challenge them, invite them to wrestle with complexity and help them connect learning to the world around them. That requires deliberate planning and professional judgment from a human who views education as a mechanism to spark inquiry.
Recently, I asked my students at Brandeis University to use AI to generate a list of individuals who embody concepts such as beauty, knowledge and leadership. The results, overwhelmingly white, male and Western, mirrored what is pervasive in textbooks.
My students responded with sharp analysis. One student created color palettes to demonstrate the narrow scope of skin tones generated by AI. Another student developed a “Missing Gender” summary to highlight omissions. It was a clear reminder that students are ready to think critically but require opportunities to do so.
AI can only do what it’s programmed to do, which means it draws from existing, stratified information and lags behind new paradigms. That makes it both backward-looking and vulnerable to reproducing bias.
Teaching with humanity, by contrast, requires judgment, care and cultural knowledge. These are qualities no algorithm can automate. When we surrender lesson planning to AI, we don’t just lose stories; we also lose the opportunity to engage with them. We lose the critical habits of inquiry and connection that teaching is meant to foster.
Tanishia Lavette Williams is the inaugural education stratification postdoctoral fellow at the Institute on Race, Power and Political Economy, a Kay fellow at Brandeis University and a visiting scholar at Harvard University.
This <a target=”_blank” href=”https://hechingerreport.org/opinion-the-new-ai-tools-are-fast-but-cant-replace-the-judgment-care-and-cultural-knowledge-teachers-bring-to-the-table/”>article</a> first appeared on <a target=”_blank” href=”https://hechingerreport.org”>The Hechinger Report</a> and is republished here under a <a target=”_blank” href=”https://creativecommons.org/licenses/by-nc-nd/4.0/”>Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International License</a>.<img src=”https://i0.wp.com/hechingerreport.org/wp-content/uploads/2018/06/cropped-favicon.jpg?fit=150%2C150&ssl=1″ style=”width:1em;height:1em;margin-left:10px;”>
In my classroom, students increasingly ask for relevant content. Students want to know how what they are learning in school relates to the world beyond the classroom. They want to be engaged in their learning.
In fact, the 2025-2026 Education Insights Report vividly proves that students need and want engaging learning experiences. And it’s not just students who see engagement as important. Engagement is broadly recognized as a key driver of learning and success, with 93 percent of educators agreeing that student engagement is a critical metric for understanding overall achievement. What is more, 99 percent of superintendents believe student engagement is one of the top predictors of success at school.
Creating highly engaging lesson plans that will immerse today’s tech-savvy students in learning can be a challenge, but here are two easy-to-find resources that I can turn to turbo-charge the engagement quotient of my lessons:
Virtual field trips Virtual field trips empower educators to introduce students to amazing places, new people and ideas, and remarkable experiences–without ever leaving the classroom. There are so many virtual field trips out there, but I always love the ones that Discovery Education creates with partners.
I also love the virtual tours of the Smithsonian National Museum of Natural History. Together as a class or individually, students can dive into self-guided, room-by-room tours of several exhibits and areas within the museum from a desktop or smart device. This virtual field trip does include special collections and research areas, like ancient Egypt or the deep ocean. This makes it fun and easy for teachers like me to pick and choose which tour is most relevant to a lesson.
Immersive learning resources Immersive learning content offers another way to take students to new places and connect the wider world, and universe, to the classroom. Immersive learning can be easily woven into the curriculum to enhance and provide context.
One immersive learning solution I really like is TimePod Adventures from Verizon. It features free time-traveling episodes designed to engage students in places like Mars and prehistoric Earth. Now accessible directly through a web browser on a laptop, Chromebook, or mobile device, students need only internet access and audio output to begin the journey. Guided by an AI-powered assistant and featuring grade-band specific lesson plans, these missions across time and space encourage students to take control, explore incredible environments, and solve complex challenges.
Immersive learning content can be overwhelming at first, but professional development resources are available to help educators build confidence while earning microcredentials. These resources let educators quickly dive into new and innovative techniques and teaching strategies that help increase student engagement.
Taken together, engaging learning opportunities are ones that show students how classrooms learnings directly connect to their real lives. With resources like virtual field trips and immersive learning content, students can dive into school topics in ways that are fun, fresh, and sometimes otherworldly.
Leia J. DePalo, Northport-East Northport Union Free School District
Leia J. (LJ) DePalo is an Elementary STEM and Future Forward Teacher (FFT) in the Northport-East Northport School District with over 20 years of experience in education. LJ holds a Master of Science in Literacy and permanent New York State teaching certifications in Elementary Education, Speech, and Computer Science. A dedicated innovator, she collaborates with teachers to design technology-infused lessons, leads professional development, and choreographs award-winning school musicals. In recognition of her creativity and impact, DePalo was named a 2025 Innovator Grant recipient.
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By now, the 2025-2026 school year is well underway. The glow of new beginnings has faded, and the process of learning has begun in earnest. No doubt there is plenty to do, but I recommend that educators take a moment and check in on their teaching toolkit.
The tools of our trade are always evolving, and if our students are going to get the most out of their time in class, it’s important for us to familiarize ourselves with the newest resources for sparking curiosity, creativity, and critical thinking. This includes the latest AI programs that are making their way into the classroom.
Here are five AI tech tools that I believe are essential for back-to-school success:
ChatGPT: ChatGPT has quickly become the all-in-one tool for generating anything and everything. Many educators are (rightly) concerned about ChatGPT’s potential for student cheating, but this AI can also serve as a built-in assistant for creating welcome letters, student-friendly syllabi, and other common documents for the classroom. If it’s used responsibly, ChatGPT can assist teachers by cutting out the busy work involved when planning and implementing lessons.
ClassroomScreen: ClassroomScreen functions as a modern-day chalkboard. This useful tool lets teachers project a variety of information on screen while simultaneously performing classroom tasks. Teachers can take straw polls, share inspiring quotes, detail the morning schedule, and even monitor volume without opening a single tab. It’s a simple, multipurpose tool for classroom coordination.
SchoolAI: SchoolAI is a resource generator that provides safe, teacher-guided interactions between students and AI. With AI becoming increasingly common, it’s vital that students are taught how to use it safely, effectively, and responsibly. SchoolAI can help with this task by cultivating student curiosity and critical thinking without doing the work for them. Best of all, teachers remain at the helm the entire time, ensuring an additional layer of instruction and protection.
Snorkl: Snorkl is a feedback tool, providing students with instant feedback on their responses. This AI program allows students to record their thinking process on a digital whiteboard using a variety of customizable tools. With Snorkl, a teacher could send students a question with an attached image, then have them respond using audio, visual tools such as highlighting, and much more. It’s the perfect way to inject a little creativity into a lesson while making it memorable, meaningful, and fun!
Suno: Suno is unique in that it specializes in creative song generation. Looking for an engaging way to teach fractions? Upload your lesson to Suno and it can generate a catchy, educational song in the style of your favorite artist. Suno even allows users to customize lyrics so that the songs stay relevant to the lesson at hand. If you need a resource that can get students excited about learning, then Suno will be the perfect addition to your teaching toolkit!
The world of education is always changing, and today’s technology may be outdated within a matter of years. Still, the mission of educators remains the same: to equip students with the skills, determination, and growth mindset they need to thrive in an uncertain future. By integrating effective tools into the classroom, we can guide them toward a brighter tomorrow–one where inquiry and critical thinking continue to flourish, both within the classroom and beyond.
Jamie MacPherson, Van Andel Institute for Education
Jamie MacPherson is a Learning Specialist at Van Andel Institute for Education, a Michigan-based education nonprofit dedicated to creating classrooms where curiosity, creativity, and critical thinking thrive.
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Fall semesters are just beginning, and the companies offering three leading AI models—Gemini by Google, Claude by Anthropic and ChatGPT by OpenAI—have rolled out tools to facilitate AI-enhanced learning. Here’s a comparison and how to get them.
Each of the three leading AI providers has taken a somewhat different approach to providing an array of educational tools and support for students, faculty and administrators. We can expect these tools to improve, proliferate and become a competitive battleground among the three. At stake is, at least in part, the future marketplace for their products. To the extent educators utilize, administrators support and students become comfortable with one of the proprietary products, that provider will be at an advantage when those students rise to positions that allow them to specify use of a provider in educational institutions, companies and corporations across the country.
Anthropic, the company that makes the series of Claude applications, announced on Aug. 21 “two initiatives for AI in education to help navigate these critical decisions: a Higher Education Advisory Board to guide Claude’s development for education, and three AI Fluency courses co-created with educators that can help teachers and students build practical, responsible AI skills.”
The board is chaired by Rick Levin, former president of Yale and more recently at Coursera. Anthropic notes in the announcement, “At Coursera, he built one of the world’s largest platforms for online learning, bringing high-quality education to millions worldwide.” The board itself is populated with former and current leading administrators at Rice University, the University of Michigan, the University of Texas at Austin and Stanford, as well as Yolanda Watson Spiva, who is president of Complete College America. Anthropic says the board will “help guide how Claude serves teaching, learning, and research in higher education.”
The three AI Fluency courses that Anthropic co-created with educators are designed to help create thoughtful practical frameworks for AI integration:
“AI Fluency for Educators helps faculty integrate AI into their teaching practice, from creating materials and assessments to enhancing classroom discussions. Built on experience from early adopters, it shows what works in real classrooms. AI Fluency for Students teaches responsible AI collaboration for coursework and career planning. Students learn to work with AI while developing their own critical thinking skills, and write their own personal commitment to responsible AI use. Teaching AI Fluency supports educators who want to bring AI literacy to their campuses and classrooms. It includes frameworks for instruction and assessment, plus curriculum considerations for preparing students for a more AI-enhanced world.”
Earlier last month, Google unveiled Guided Learning in Gemini: From Answers to Understanding: “Guided Learning encourages participation through probing and open-ended questions that spark a discussion and provide an opportunity to dive deeper into a subject. The aim is to help you build a deep understanding instead of just getting answers. Guided Learning breaks down problems step-by-step and adapts explanations to your needs—all to help you build knowledge and skills.”
The Google Guided Learning project offers additional support to faculty. “We worked with educators to design Guided Learning to be a partner in their teaching, built on the core principle that real learning is an active, constructive process. It encourages students to move beyond answers and develop their own thinking by guiding them with questions that foster critical thought. To make it simple to bring this approach into their classrooms, we created a dedicated link that educators can post directly in Google Classroom or share with students.”
“We’re offering students in the U.S. as well as Japan, Indonesia, Korea and Brazil a free one-year subscription to Google’s AI Pro plan to help make the most of AI’s power for their studies. Sign-up for the free AI Pro Plan offer.
Try new learning features in Gemini including Guided Learning, Flashcards and Study Guides. And students and universities around the world can get a free one-year subscription to a Google AI Pro plan.
AI Mode in Google Search now features tools like Canvas, Search Live with video and PDF uploads.
NotebookLM is introducing Featured Notebooks, Video Overviews and a new study panel; it’s also now available to users under 18.
And to help students get the most out of all these new features, we’ve announced Google AI for Education Accelerator, an initiative to offer free AI training and Google Career Certificates to every college student in America. Over 100 public universities have already signed up. We’re also committing $1 billion in new funding to education in the United States over the next three years.”
That brings us to OpenAI, which announced ChatGPT Study Mode on July 29, 2025. Noting ChatGPT’s overall leadership and success, OpenAI added, “But its use in education has also raised an important question: how do we ensure it is used to support real learning, and doesn’t just offer solutions without helping students make sense of them? We’ve built study mode to help answer this question. When students engage with study mode, they’re met with guiding questions that calibrate responses to their objective and skill level to help them build deeper understanding. Study mode is designed to be engaging and interactive, and to help students learn something—not just finish something.”
“Interactive prompts: Combines Socratic questioning, hints, and self-reflection prompts to guide understanding and promote active learning, instead of providing answers outright. Scaffolded responses: Information is organized into easy-to-follow sections that highlight the key connections between topics, keeping information engaging with just the right amount of context and reducing overwhelm for complex topics. Personalized support: Lessons are tailored to the right level for the user, based on questions that assess skill level and memory from previous chats. Knowledge checks: Quizzes and open-ended questions, along with personalized feedback to track progress, support knowledge retention and the ability to apply that knowledge in new contexts. Flexibility: Easily toggle study mode on and off during a conversation, giving you the flexibility to adapt to your learning goals in each conversation.”
I encourage readers to visit each of the sites linked above to become familiar with the different ways Anthropic, Google and OpenAI are approaching providing support to educational institutions and individual instructors and learners. This is an opportunity to become more familiar with each of the leading AI providers and their apps. Now is the time to become experienced in using these tools that collectively have become the foundation of innovation and efficiency in 2025.
As artificial intelligence (AI) continues to reshape the educational landscape, teachers have a unique opportunity to model how to use it responsibly, creatively, and strategically.
Rather than viewing AI as a threat or distraction, we can reframe it as a tool for empowerment and efficiency–one that allows us to meet student needs in more personalized, inclusive, and imaginative ways. Whether you’re an AI beginner or already experimenting with generative tools, here are five ways to infuse AI into your classroom this school year:
1. Co-plan lessons with an AI assistant
AI platforms like ChatGPT, Eduaide.ai, and MagicSchool.ai can generate lesson frameworks aligned to standards, differentiate tasks for diverse learners, and offer fresh ideas for student engagement. Teachers can even co-create activities with students by prompting AI together in real time.
Try this: Ask your AI assistant to create a standards-aligned lesson that includes a formative check and a scaffold for ELLs–then adjust to your style and class needs.
2. Personalize feedback without the time drain
AI can streamline your feedback process by suggesting draft comments on student work based on rubrics you provide. This is particularly helpful for writing-intensive courses or project-based learning.
Ethical reminder: Always review and personalize AI-generated feedback to maintain professional judgment and student trust.
3. Support multilingual learners in real time
AI tools like Google Translate, Microsoft Immersive Reader, and Read&Write can help bridge language gaps by offering simplified texts, translated materials, and visual vocabulary support.
Even better: Teach students to use these tools independently to foster agency and access.
4. Teach AI literacy as a 21st-century skill
Students are already using AI–let’s teach them to use it well. Dedicate time to discuss how AI works, how to prompt effectively, and how to critically evaluate its outputs for bias, credibility, and accuracy.
Try this mini-lesson: “3 Prompts, 3 Results.” Have students input the same research question into three AI tools and compare the results for depth, accuracy, and tone.
5. Automate the tedious–refocus on relationships
From generating rubrics and newsletters to drafting permission slips and analyzing formative assessment data, AI can reduce the clerical load. This frees up your most valuable resource: time.
Pro tip: Use AI to pre-write behavior plans, follow-up emails, or even lesson exit ticket summaries.
The future of AI
AI won’t replace teachers–but teachers who learn how to use AI thoughtfully may find themselves with more energy, better tools, and deeper student engagement than ever before. As the school year begins, let’s lead by example and embrace AI not as a shortcut, but as a catalyst for growth.
Timothy Montalvo, Iona University
Timothy Montalvo is an educator passionate about leveraging technology to enhance student learning outcomes. With over a decade of experience in social studies education, he is dedicated to preparing students for active citizenship in the digital age. He currently serves as a Middle School Assistant Principal in Westchester, NY and an adjunct professor of education at Iona University in New York. He can be reached on Twitter/X @MrMontalvoEDU.
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Drat. I missed getting to officially contribute to the votes for this year’s Top 100 Tools for Learning, collected and analyzed by Jane Hart. I’m still going to write mine up, as I do like to reflect on the tools I’m relying on for my own and others’ learning, but I’ll need to wait until 2026 to get back into the mix of having my votes reflected in the grand total.
I used to be more regular with my votes, but did miss a few along the way. Here are my past Top 100 Tools for Learning: 2015, 2016, 2017, 2018, 2019, 2021, 2022, and 2024. I avoid looking at the prior year’s lists until I have identified my votes for current year.
This year, given that I missed the deadline for submitting my top ten list, I’m using a longer format than normal and structuring this reflection on Harold Jarche’s personal knowledge (PKM) framework, since so much of my learning is centered on it:
Seek > Sense > Share
Throughout all of my days, I’m plugged into intentional ways of seeking knowledge, wisdom, and sources of curiosity. In a way, sense-making is a part of my way of being, especially on those days when I allow myself to slow down enough for the deeper insights. Finally, I’m someone who delights in fueling my curiosity and imagination even further by sharing what I’m learning and inviting others to do the same.
Curious to learn more about personal knowledge mastery? My absolute favorite source for more than a decade now is Harold Jarche, who defines PKM as:
Personal knowledge mastery (PKM) is a set of processes, individually constructed, to help each of us make sense of our world and work more effectively. PKM keeps us afloat in a sea of information — guided by professional communities and buoyed by social networks. – Harold Jarche
Seeking is finding things out and keeping up to date. Building a network of colleagues is helpful in this regard. It not only allows us to “pull” information, but also have it “pushed” to us by trusted sources. Good curators are valued members of knowledge networks. – Harold Jarche
Overcast
Not a day goes by that I don’t use Overcast, my preferred podcast catcher. On my iPhone, it is always my most used app on any given week.
Get ready to celebrate International Podcast Day on September 30. I’ve already got an episode queued up featuring Dominic Conroy & Warren Kidd to commemorate the event. Get your ears on and subscribe to Teaching in Higher Ed, if you haven’t already, using your favorite podcast app (search for Teaching in Higher Ed and hit subscribe/follow), YouTube, or Spotify.
While my backlog of episodes yet to be listened to is ridiculously long, Overcast’s playlists feature means I can tailor my audio consumption according to genre (news, technology, teaching, etc.), to my incoming priority/preferred podcasts, or to the queue list I have saved for the good stuff I want to get to when I have long drives or alone time.
Unread
While Overcast is for the spoken word, Unread is primarily for written pieces. Powered by real simple syndication (RSS), Unread presents me headlines of unread stories across all sorts of categories, which I can tap (on my iPad) to read, or scroll past to automatically mark as read. I use Unread in conjunction with Inoreader, which is a robust RSS aggregator that can either be used as an RSS reader, as well, or can be used in conjunction with an RSS reader, such as Unread. – From my 2024 Top 10 blog post (note: I only copied this text over after identifying what tools would be on this year’s list, as in I didn’t “cheat”).
One of the things I love about Unread is that I an perform the entire reading process with two thumbs (insert that joke/about “who has two thumbs and can…” and then add “operate Unread” at the end of it). I can browse the different folders/collections I have set up to skim headlines. When I want to read one of the stories associated with a given headline, I can go into it and read with just a tap. To get back out to the headlines, again, I just swipe right.
One big update that Unread 4.5 gave us is support for reading paywalled articles within the app. As of me writing this, I haven’t had a chance to experiment with that feature, but am excited to do so over this long, holiday weekend in the U.S. Anything I can do to reduce friction in my PKM system helps me be able to expand my possibilities for deeper learning.
YouTube
Once I found out that I could subscribe to new YouTube videos on my RSS reader, Inoreader, it changed how often I watch YouTube videos. That, plus subscribing to YouTube Premium, which means we get ad-free viewing as a family, makes me spending a lot more time with YouTube. I even have my own YouTube channel, which I occasionally post videos on. – From 2024 Top ten post
YouTube Premium continues to be a way of life for our entire family. If you watch a lot of YouTube and don’t have a means for watching ad-free, I can’t recommend it highly enough.
This past year, we added a Teaching in Higher Ed YouTube Channel. Each time an audio podcast episode gets posted on our hosting platform, Blubrry, it automatically gets shared on the channel. They used to not allow audio-only podcasts on the platform but made changes their rules such that now it is encouraged. In addition to listening to Teaching in Higher Ed, or watching an episode with Dr. Stephenie Cawthon accompanied by two ASL interpreters, you can also see other videos I’ve made this past year, such as:
Kindle App
I primarily read digitally and find the Kindle iPad app to be the easiest route for reading. I read more, in total, when I am disciplined about using the Kindle hardware, but wind up grabbing my iPad most nights. – 2024 Top 10 Post
Audible
New on the list for this year is Audible. I was attempting for a few months to better balance my daily news reading with sources that would give me a longer-term view of the world. As I write these words, I feel like I’m back to failing at this, but it was a good pursuit there for a while. Part of this attempt at balancing was made possible through listening to audio books in addition to podcast episodes.
Sometimes audio is better because it allows us to get more reading into our days. Other times, audio does something that the written word could never do. In the list below of some favorite audio boos from this past year, I’ll indicate with (best via audio book) at the end of the line if the audio book was particularly geared toward the audio medium.
Sensing is how we personalize information and use it. Sensing includes reflection and putting into practice what we have learned. Often it requires experimentation, as we learn best by doing. – Harold Jarche
StoryGraph
I decided to move off of Amazon’s Goodreads for my reading tracking this year and have been loving StoryGraph so far. I just wish more people were there to be friends with and share reading ideas. What I mostly use StoryGraph for is setting an annual reading goal and tracking my progress toward that. I also have quite a large queue of books I would like to read someday.
I understand that some people have a hard time finding something to read. This is not my problem. Trust me. I’ve got the what to possibly read thing down pat. But for those who are looking for suggestions, StoryGraph has that feature nailed, too. If anyone is on StoryGraph and wants to connect, my StoryGraph username is Bonni208 (as it is across most social networks that I’m on). Those curious about why the number 208 is significant to me, check out Teaching in Higher Ed Episode 208, where Dave helps me tell the 208 origin story.
Obsidian
Dave has been using Obsidian for years now and long-heralded the way that these types of note apps don’t lock you in, long-term. Using plain text (Markdown) documents that are stored where you want to keep them (not locked within the note service/subscription/app) means that Obsidian gets used as a way of viewing and adding to your plain text documents. That’s an oversimplification and one that meant I took longer than others to get to the party that is Obsidian.
One thing to know about Obsidian is that there is a learning curve. I would suggest not trying to go your own way on it, but instead to invest in some tools to help with your onboarding. I have three recommendations:
The MacSparky Obsidian Field Guide – This course takes you through how to get started with Obsidian and set up systems to use this note-taking powerhouse to fuel your capacity for learning and teaching.
Obsidian Starter Vault from Mike Schmitz – It can be hard starting from an entirely blank slate in Obsidian, so this starter vault can give you some content to work from and some tips for how to: “get more out of your notes and ideas effortlessly.”
LifeHQ from Mike Schmitz – If you want to go even further with a system built by someone else, you can check out this extensive, customizable vault. I purchased it and over time have found ways to combine how Mike uses Obsidian to something that works better for me, most notably to incorporate my own custom version of Johnny Decimal (which I call Bonni Decimal; Let’s just say it has some emojis in the mix, in addition to the decimals/numbers, which I find quite satisfying) and doesn’t attempt to incorporate task management the way Mike has, instead relying on my beloved OmniFocus Pro.
ChatGPT
Ok. Here goes. I use artificial intelligence, despite knowing that there are plenty of ethical reasons that people may choose not to use AI. I encourage anyone thinking about shaming me or others who use it to read Maha Bali’s post suggesting that we not jump straight to that binary way of thinking about peoples’ use of these technologies. I don’t use it without continually refining my knowledge of what it is and isn’t capable of… but I do find that to be effective in my job, I am required to use it. Additionally, to enable us to cost-effectively offer transcripts for our podcasts and otherwise make our materials more accessible, AI is a must there, too.
I list ChatGPT here, since that is my most frequently-used AI tool, as it relates to learning. I pay for the $20/month paid service and occasionally find myself needing to use the separate pay-as-you-go API key for nichè use-cases. I asked ChatGPT to use what it knows about me to list off the ways that I use it in my learning (seeking, sensing, and sharing), and here is an edited version of it’s bulleted output:
Seeking: exploring big questions about teaching, learning, and AI; summarizing complex articles or reports.
Sensing: refining my “messy”/“chicken scratch” notes into themes, comparing frameworks, and generating questions that deepen reflection and conversation (with colleagues, students, or even my own family).
Sharing: drafting polished communications – everything from faculty emails and strategic planning documents to podcast show notes and library fundraising blurbs.
Iterating: co-creating interactive materials (like Twine games, PollEverywhere prompts, or Canva copy) where I can ask ChatGPT to generate multiple versions until it “clicks.”
Blending Personal + Professional Contexts: whether it’s planning a weekly meal prep strategy, crafting conference questions, or designing playful activities for faculty, ChatGPT helps me weave learning into both my work and life.
It didn’t mention this, but I have been closely following Mike Caulfield‘s experimentation and research on what it can do using argumentation theory to come alongside us in our fact checking with his Deep Background GPT. There’s so much more I could say here, but I’ll save it for future posts.
Readwise
It is so easy to highlight sections of what I’m reading on the Kindle app and have those highlights sync over to a service called Readwise. The service “makes it easy to revisit and learn from your ebook and article highlights. – 2024 Top 10 post
I saw a video the other night which made mention of the ability to sync Readwise highlights with Obsidian (note taking tool) and that got me excited about that possibility. For now, I’ll be disciplined about placing that idea on my someday/maybe list and not going down the rabbit hole at this exact moment. Another thing on my someday/maybe list to look into more is Lance Eaton’s AI Practice: Building My Quote Collection.
Share
Sharing includes exchanging resources, ideas, and experiences with our networks as well as collaborating with our colleagues. – Harold Jarche
Raindrop
Much of my digital life revolves around digital bookmarking. I could have easily placed Raindrop in with sense making, as on an almost hourly basis, I find myself saving links and placing them in all the various collections (which are like folders) I have on Raindrop and applying tags. Whether I’m reading on my web browser, or via my smartphone or tablet, I can easily save bookmarks and have them accessible to me anytime in the future.
Just the other day, I was talking with a friend who is doing a lot of reflection and reading about loneliness and I asked if he had ever watched Andrea Dorfman’s How To Be Alone. He hadn’t and it was such a delight to be able to resurface that masterpiece and share it with him. I had an insight while watching it this time that since I have been spending more time working in our library lately that it seems like it may be the one place students feel more comfortable being alone than in other spots.
Another fun discovery, found within the deep crevasses of Raindrop was The Gap, by Ira Glass. “Your taste is good enough that you can tell that what you’re making is kind of a disappointment to you… Most everybody I know who does interesting, creative work, went through this phase for a few years…” Ira normalizes this gap of knowing what you’re doing could be better and being able to “fight your way through the gap.”
While most of my saved bookmarks (tags and collections) are private, I did decide recently to make an RSS feed and page with my saved links within an AI collection from Raindrop. This means that each time I save something related to AI on Raindrop, that anyone subscribed to that feed will have it show up in their RSS aggregator. Additionally, anyone who visits the page will see everything I’ve saved about AI within Raindrop. Candidly, as public as I am with the podcast and many other things, sharing this feed makes me a bit nervous, as I wouldn’t want people to think that I’m necessarily endorsing everything I’m saving. I’m pretty sure people would know that but given how polarizing the topic of AI can be, I still feel a bit nervous about this aspect of my sharing.
As budget cuts continue to ripple across the education sector, many institutions are being forced to reassess how they manage their workforce. From widespread restructures to heavier workloads, staff are feeling the strain.
These pressures are compounding existing workforce challenges. Human resource (HR) and payroll teams are navigating complex employment arrangements, evolving compliance requirements, and increasing scrutiny around underpayment.
Without the right systems in place, even minor errors can have significant consequences.
The limitations of outdated systems
For many universities and TAFEs, HR and payroll systems haven’t kept pace with the realities of modern education. What may have once worked for a more stable, less fragmented workforce is now creating unnecessary complexity.
When systems aren’t integrated, data is difficult to reconcile and even harder to act on. Payroll teams are left cross-checking spreadsheets, while HR teams struggle to track performance, training, and entitlements across multiple roles and contracts.
Manual processes create more room for error, and a lack of visibility makes it harder to ensure compliance. According to McKinsey, automating finance processes can free up 30 to 40 per cent of a team’s capacity.
Disparate platforms also limit the experience for staff. Employees struggle to access their information, update details, or understand how their workload impacts their pay and entitlements. In a climate where staff are already stretched, that lack of clarity can further impact morale and retention.
A smarter approach to HR and payroll
Education providers are turning to integrated enterprise resource planning (ERP) software to automate tasks like timesheet management, onboarding, and performance tracking, thereby freeing up teams to focus on more strategic work.
While workforce challenges persist across the sector, some institutions are proving that the right technology can deliver meaningful change.
Instead of relying on fragmented systems, organisations like GOTAFE and Victoria University have shown how ERP software, like TechnologyOne’s, can play a critical role in improving payroll accuracy, streamlining HR tasks, and boosting overall efficiency and decision-making.
These are just two recent TechnologyOne success stories among many, but their experiences reflect a broader shift happening across the sector. More institutions are recognising the value of embracing ERP software that can grow with them.
How GOTAFE transformed payroll and people management
By moving to our Human Resources & Payroll product, GOTAFE was able to unify its systems and reduce its reliance on manual processes. Staff could manage leave and payslips through self-service tools, while HR teams gained real-time insights into workforce activity and performance.
The improvements were significant. Contract generation dropped from four days to five minutes. Workforce reports that once took weeks could now be produced in two days. These changes helped the organisation make faster, more informed decisions and improve the employee experience.
Importantly, the shift was also cultural. GOTAFE moved away from customising the platform to match legacy processes, instead adopting standard functionality to unlock ongoing improvements.
The result is a more agile, data-driven workforce environment that supports both staff needs and strategic planning.
Victoria University recently completed a major digital transformation, replacing legacy platforms with a single enterprise solution with TechnologyOne’s OneEducation. While the project was initially focused on improving the student experience, the impact on staff productivity, reporting, and decision-making has been just as significant.
Before the shift, the university was operating across a patchwork of disconnected systems. Frequent outages and manual workarounds meant that staff were spending more time managing technology than using it effectively. Reporting was cumbersome, making it difficult to generate insights or respond to changes with confidence.
By unifying core systems across student management, finance, and scheduling, Victoria University has created a more connected environment for both staff and students. Manual tasks have been replaced with automated workflows. Reporting is no longer a reactive process but an embedded part of everyday decision-making.
Overall, the university fixed nearly 180 pain points. The result is a more agile workforce environment where time is spent on higher-value work and institutional knowledge is easier to share and act on.
You can find out more about Victoria University’s transformation here.
Embrace the future of education software
From shifting compliance requirements to the increasing complexity of workforce management, legacy systems are no longer equipped to support long-term success.
Modern enterprise platforms are changing that. In an environment where every hour counts, the ability to streamline tasks and remove administrative roadblocks makes a real difference.
The next generation of education software is already here. Institutions that embrace it will be better positioned to support their people, respond to challenges, and plan with confidence.
Invest in TechnologyOne’s Human Resources & Payroll today
Designed for the unique needs of higher education, it streamlines recruitment, onboarding, and workforce planning, helping institutions manage staff efficiently while ensuring compliance.
Adapt, evolve, and stay ahead with a solution built for the future of education.
