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California’s TK-14 education systems face dark times, plagued with uncertainty. School business professionals are being asked to do more with less—and faster than ever before. This time is a challenge, a challenge to adapt and lead differently. And that begins with a powerful tool: artificial intelligence (AI).
CASBO has been at the forefront of discussions on the value of implementing AI at local education agencies (LEAs). What we see isn’t innovation for innovation’s sake; it’s a practical evolution in how district leaders can think, plan, communicate, and serve.
What does AI in school business look like?
Here are just a few scenarios already transforming districts across the state:
- Enrollment Forecasting & ADA Analysis: Instead of spending hours creating spreadsheets, leaders use AI tools like ChatGPT to run transparent calculations using linear regression and real-time assumptions.
- Bonus tip: You can show your work with an “always show code” feature, ensuring oversight and accuracy.
- Effortless Translations: Bridge the communication gap between you and your students’ families. Once you generate a parent letter in English, AI can translate it to Spanish or Tagalog in seconds.
- Financial Report Deep-Dives: AI can read your First Interim report and identify red flags and suggest what to investigate. From there, it can draft board summaries or talking points tailored to your district’s context.
- Bargaining Agreement Analysis: Curious how changes in a classified unit agreement will hit your budget? AI can scan the contract and highlight the wage, benefit, or differential clauses most likely to affect your forecasts.
These examples aren’t futuristic; they’re already happening. And they don’t replace your expertise. They amplify it.
The Human Element: Why AI Literacy Matters Now
Despite the hype, the heart of this conversation isn’t about machines. It’s about leadership.
We’re entering an era where understanding how to work with AI will be just as essential as understanding how to read a budget, facilitate negotiations, or lead a cabinet meeting.
AI literacy is more than knowing when and how to use AI tools. It means understanding their risks and limitations, and developing a clear, transparent plan for responsible use.
We, as school business leaders, have a unique opportunity to shape how those tools are used in ways that serve all students equitably and sustainably.
3 Takeaways You Can Use Today
Here are three practical ways to begin integrating AI into your work now:
- Start using it in your everyday work. Use AI to review an agenda, translate a newsletter, summarize a new policy…anything that saves you time and sharpens your messaging.
- Treat AI as an assistant, not a final authority. Keep a human-in-the-loop by double-checking outputs, especially for calculations, policy interpretations, or anything shared externally.
- Practice better prompts. Structured, context-rich prompts lead to better outputs. For instance: “Act as a CBO and analyze this report for federal funding anomalies” or “Translate this parent letter into Spanish while preserving a supportive tone.”
These small steps build context and help you decide where AI fits into your workflow.
Ready to Lead with Confidence? Start Here.
If you’re ready to implement confident, strategic use of AI at your LEA, CASBO’s AI Leadership Essentials Micro-Certificate is for you.
This on-demand cohort is built specifically for school business professionals. You’ll explore:
- How to spot and avoid ethical and legal pitfalls when using AI
- Strategies to foster an AI-first culture that keeps humans in the loop
- Demos of ChatGPT, Claude, and Microsoft Copilot in action
- A repeatable “Prompt Formula” to help you tailor AI tools to your specific tasks
- Real-world school business use cases—complete with sample prompts you can put into practice immediately
Plus, you’ll develop your own AI implementation plan—with dedicated time in live virtual sessions to get expert feedback, ask questions, and refine your approach alongside expert Ross Hartmann, Founder and CEO of Kiingo AI.
Start your journey today and help your district lead confidently in an AI-powered world.
