Hillsborough County Public Schools’ new software system is leaving teachers, students and administrators grappling with a range of technical issues that could have far-reaching consequences.
TAMPA, FL (BLOOM) – Hillsborough County Public Schools is facing widespread frustration over the rollout of its $8.5 million Synergy software system.
The system, which is intended to replace a 30-year-old outdated platform, has so far failed to deliver on its promise to streamline the district’s operations, leaving teachers and staff overwhelmed and students at risk of long-term consequences.
The district purchased Synergy in 2019, with the intention of creating a more efficient way to process student records, class schedules, and attendance. However, the system’s implementation was delayed multiple times due to the COVID pandemic and because “the systems and processes weren’t ready,” according to Hillsborough County Schools Chief of Communications Tanya Arja. Initially slated for a 2022 launch, and again in 2023, the transition was ultimately pushed back to summer 2024.
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“A student information system can only be implemented during a small window of little to no student activity, typically during the summer when classes are not in session,” Arja explains. But despite these careful timing considerations, the system’s launch has been plagued with problems and the district is still struggling to adapt to the changes.
“This is a holy mess, a sh– show,” school board member Karen Perez said at a recent meeting.
Technical failures have an impact on the system
From the beginning, teachers and administrators have reported glitches and inaccuracies that make it difficult—if not impossible—to use Synergy effectively. Teachers are returning to paper attendance, a practice that can lead to inaccurate student counts and negatively impact state funding tied to enrollment numbers.
Even more troubling, seniors — students about to start applying to colleges — are finding that their transcripts are riddled with errors. Some students report that their transcripts incorrectly indicate that they are not on track to graduate, while others are missing key courses crucial to college admissions.
One senior, who wished to remain anonymous, worried about the potential consequences of these mistakes for her future.
“I’m applying for scholarships and early decision colleges, but my transcript says I didn’t finish a class I took last year,” she said. “It’s stressful because the deadlines are coming up and I don’t know if the school is going to fix it in time.”
The implications extend beyond college applications. Many seniors are applying for internships and scholarships, and the inaccurate data could hurt their chances of securing these crucial opportunities. At a time when students should be focused on preparing for their futures, many are instead worried about fixing bureaucratic mistakes.
“When we go from school to school, the staff, the teachers, the principals have lost the energy to teach their daily lessons and run a school. They are exhausted,” said board member Lynn Gray. “We know that this particular program was purchased under Superintendent Eakins, and we also know that we needed at least a year to train teachers and administrators.”
Implications for state financing and compliance
Outside of the classroom, Hillsborough County’s state funding is directly tied to student attendance, and without accurate attendance data, the district could face financial penalties. School board members have also raised concerns about whether the district is still meeting federal requirements, particularly regarding services required for students with special needs.
At the recent board meeting, members expressed concern about the burden these issues are placing on staff, as errors in scheduling and attendance systems continue to create inefficiencies. These fundamental issues could lead to further disruption and even legal issues if not addressed quickly.
“They’re begging us to drop this system, they’re begging us,” board member Patti Rendon said. “As soon as we walk through the doors, they’re begging us. Ultimately, these systems don’t work.”
A struggle to train staff and manage expectations
Compounding the problem, many district employees haven’t received adequate training on how to use the Synergy system, leaving teachers to figure out the software on their own or fall back on older, manual methods. Tanya Arja acknowledged that “processes may seem cumbersome or inefficient,” but attributed part of the problem to the district’s lack of experience with the new system. “When the school year started, we had a number of rollout issues that you would expect when you’re transitioning 23,000 users to a new system,” she explained.
Edupoint, the developer of Synergy, has been working with the district to address these challenges. According to Arja, “Edupoint has visited schools to meet with staff who work with the system,” and they are currently optimizing the software to meet the district’s processing requirements.
Additional training is also being provided to help staff navigate the system more efficiently. However, she added, “the district is not satisfied with the current state of the product and is currently evaluating options.”
What is Synergy?
Synergy® Student Information System (SIS), developed by Edupoint, is a comprehensive platform designed to manage student information for K-12 schools. It integrates various administrative tasks, including student records, class schedules, attendance, and transcripts, with the goal of streamlining operations and improving educational outcomes.
While the system offers a range of features, including automated grading and advanced reporting, the district’s request for numerous customizations to meet its specific needs has led to many of the problems it now faces. These customizations, combined with a lack of adequate training for staff, have undermined the system’s effectiveness, leaving the district struggling to adapt.
Are other districts struggling?
While Hillsborough County is one of two Florida districts using Edupoint’s Synergy system (Clay County is the other), many other large districts have turned to Focus School Software, a St. Petersburg-based provider. Districts including Palm Beach, Pinellas, Manatee, Pasco, Lake, Charlotte, Polk, Duval, Escambia, Bay, Volusia, Lee, Collier, Osceola and Miami-Dade all use Focus without the widespread problems experienced by Hillsborough.
What’s next for Hillsborough?
As frustration grows, the district is now reevaluating its options. At a recent board meeting, members voted down a request for $120,000 for consulting services that would help the district revise its overall technology plan and consider replacements for outdated hardware.
The district is under pressure to resolve the Synergy crisis before it causes further disruption. The board is expected to discuss a plan to address these challenges at its next meeting on Sept. 24.
The district’s teachers, students and parents can now only hope for a solution soon.
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