In the heart of Chicago, Hanna Sacks Bais Yaakov serves a close-knit community of around 120 high school girls. Like many small private schools, it balances a highly important educational mission with the operational demands of running a sustainable business. For Executive Director Rena Berger, the challenge was clear: the school needed a system that could support both its nurturing environment and its institutional needs.
Thankfully, the solution was found in a switch to Veracross.
The Challenge: Outgrowing a Clunky Legacy System
When a new administration took over at Hanna Sacks Bais Yaakov three years ago, they inherited an outdated student information system (SIS). It quickly became apparent that the system was not meeting the needs of the school or, perhaps more importantly, its families.
“We received a lot of complaints from our parents trying to figure out how to use it,” Rena recalls. “It just wasn’t working for us.”
Even basic tasks like enrollment were frustrating. “I myself was a parent and used it for the first time, and I was ready to say: can I fill this out on paper and give it to you? It was really challenging,” Rena shares.
In search of a better solution, the school initially opted for a more affordable SIS platform. “We figured it would work,” Rena explains. “Really, I think it cost us more in the end.”
The system lacked the functionality and integration the school needed. “It didn’t have all the pieces. A lot of the parts and interfaces just did not work as advertised,” she says. “We wound up regretting that choice.”
Making the Switch to Veracross
After six months of frustration, the school made the decision to switch to Veracross in April of 2023. The goal was to find a single, unified system that could manage everything from tuition and development to class scheduling and parent communication.
“We were looking for something that would take all the aspects of a school in one database,” Rena says. “And that was really the main decision point. We needed something that was robust.”
Veracross stood out not only for its functionality, but for its understanding of the unique needs of small private schools. “When you have to teach the SIS what you’re doing on the back end, it’s a challenge,” Rena notes. “Veracross knew what it was doing.”
A Phased and Supported Approach to Implementations
Rather than attempting a full-scale rollout all at once, Hanna Sacks Bais Yaakov took a phased approach to implementation on the advice of Veracross. “We did it piece by piece,” Rena explains. “We didn’t try to do the whole thing at once.”
The school also brought in outside to help ensure a smooth transition. “We hired someone, a contract worker, to spend the summer importing all our data and getting Veracross up and running,” she says. “We wound up contracting with her externally to continue to do more work. It was invaluable. There’s no way that we could have used someone on our staff without dedicating them fully to the process.”
Inspiring Buy in From Faculty and Staff
While the decision to switch systems was made at the administrative level, the school was intentional about supporting faculty and staff through the transition. “We pretty much told the teachers: this is what we’re doing, but we really walked them through it,” Rena explains.
The school created a shared drive with training videos on essential tasks like taking attendance and posting grades. Manuals and support sites were also provided, and different staff members took ownership of specific modules.
“We’ve been able to put people in place who, through implementing the system, have become experts and can then share their knowledge with others,” Rena explains. “That’s been invaluable.”
Parent Engagement and Operational Efficiency
For some technology transitions, it takes time before results are seen. For Hanna Sacks Bais Yaakov, the impact of Veracross was felt almost immediately — especially by parents.
“Our parents can go online, they can see everything they want to see about what their daughters are doing in school,” Rena shares. “Their experience with Veracross has been, I would say, 98% positive.”
Internally, the system has streamlined operations across the board. “It works. It really works for us—everywhere from attendance to parents to admin, report cards, transcripts,” she says. “It’s just all in one spot, and it’s the same across the platforms. That’s very helpful.”
A System That Supports Growth
When making decisions about school resources, it’s easy to become fixated on current conditions and avoid the unknowns of looking ahead. While Veracross may have initially seemed more robust than Hanna Sacks Bais Yaakov needed, the decision to invest in a scalable, future-ready system has paid off.
“We knew at some point we were hoping to grow, and it would suit our needs in the future,” Rena says. “It was more than we needed at the time, but we were thinking long-term.”
That visionary thinking has played a valuable role in setting the school up for success. “Do not look at short-term goals,” Rena advises other school leaders. “Look at your long-term goals. Don’t go with cost over function.”
Advice for Other Schools Considering a SIS Switch
Implementing a new SIS is never without its challenges. For Hanna Sacks Bais Yaakov, the biggest hurdle was the learning curve that comes with a comprehensive system.
“It’s a lot,” Rena admits. “What you’re doing in September with admissions, you’re not going to do again until 12 months later.”
But with good documentation and responsive support, the school has found its rhythm. “Veracross is amazing. When we asked them for the 12th time to please explain the same thing, we had a very lovely, robust answer.”
Ready to Make the Switch?
For schools considering a new SIS, Hanna Sacks Bais Yaakov’s journey offers a clear takeaway: the right system can transform not just how a school operates, but how it connects with families and plans for the future.
If your school is ready to explore a better way forward with its tech solutions, Veracross offers RFP templates to help you start the process. Because when your systems work smarter, your school can focus on what matters most — educating and inspiring the next generation.
