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ERO is a PD management system that allows districts to plan, track and deliver PD experiences on multiple platforms


eSchool Solutions provides tools and support for districts to manage teacher absence and professional development. The company’s flagship product is their absence management system, SmartFindExpress (SFE), which helps teachers and administrators find qualified substitutes for their absences. SFE is accessible online or by phone. The company also provides consulting services (called Edutelligence) to help districts measure, monitor and improve their absence management program.

The company’s professional development tool is called Electronic Registrar Online (ERO). ERO is a PD management system that allows districts to plan, track, and deliver PD experiences. It allows districts to coordinate workshops, create course catalogues, streamline course registration, manage seat counts and manage certifications.

ERO allows a district to create one central place for teachers to search for content and track their learning. Learning can take place on systems the district already uses such as Blackboard Learn, MoodleEdivation and Schoology, and all the enrollment and credits from those online courses can be automatically tracked in ERO. Teachers can also use the system to track learning outside the systems already integrated with ERO such as conferences attended, university courses taken or even books read.

SmartFindExpress integrates with ERO, so teachers can register for a PD experience and request a substitute simultaneously. ERO and SFE can be purchased together or separately. 

Product Brief

Essential Features

ERO (Electronic Registrar Online)

  • PD growth plans can be created for a district, school or teacher. These growth plans can be aligned to district objectives, school improvement plans, or individual educator goals
  • Teachers can take coursework and learn content from multiple sources and track that learning with ERO
  • ERO can track certification and award PD credit/hours/points (depending on the district’s credit structure) for coursework and workshops
  • Administrators can manage PD by coordinating workshops, creating course catalogues, streamlining course registration, managing seat counts and certifications

SmartFindExpress (Absence management software)

  • Teachers and administrators can find the most qualified substitute teacher to fill an absence.
  • Teachers and administrators can pre-arrange an absence if they know about it ahead of time.
  • Teachers can sign up for PD and find a substitute simultaneously (when ERO/SFE are integrated).

Value Added

Integration lies at the heart of ERO. ERO aims to make it possible for schools that use a variety of tools to have one central location to store data related to each teacher’s professional learning.

A key feature of ERO is that it allows teachers to record their learning regardless of where it takes place. Teachers can track learning that happens in traditional learning environments such as a PD workshop or training. But they can also track learning that occurs in less traditional environments such as participating in a PLC or reading a book related to a particular area of their PD growth plan.

SmartFindExpress allows teachers to find qualified substitute teachers for their absences with efficiency. The system automates the placement of substitute teachers into classrooms. Because SFE and ERO are integrated, a teacher can register for PD and find a substitute teacher simultaneously.

Types of Schools Using It

As of summer 2014, eSchool Solutions serves over 500 school districts, including 29,000 schools in North America. SFE is used by over half of the largest 50 school districts in the country. ERO has 106 customers from a diverse range of urban, rural and suburban districts. Most of these customers are public schools.

How It Works

Electronic Registrar Online (ERO)

ERO is a PD management system that allows districts to plan, track and deliver PD experiences. The ERO system allows districts that use a variety of tools (such as learning management systems, content management systems, HR management systems and more) to have one central location to store the courses offered on all these systems. By doing this it allows districts to combine content from multiple sources into one place, along with automatically tracking data from each source such as enrollment and credits earned, all in one place. The information tracked by ERO is provided to the district through data reporting.

Getting Set Up

To begin setting up their system on ERO, district administrators choose a framework or a set of goals they’d like to tag all their content and courses to. Once they choose this framework, they can begin setting up their course catalogue. They can import content such as documents or workshops delivered in person, and tag it based on their goals or framework. They can also include online courses delivered on other platforms they already use, such as Schoology, Moodle and Desire2Learn.

To integrate content from other systems district administrators go their dashboard and select “Add Modules.” Then they select the online learning system where the course is hosted. A list of available courses will pop up. They select the course they’d like to include in their course catalogue and it is automatically imported into the course catalogue. Then the administrator can tag it according to the framework. 

If a user clicks on one of these courses, they will be taken to the site where the content was originally hosted through a single sign on experience. However, all the enrollment data and completion data will be automatically sent back to the ERO database where they can track who’s taking the course and who’s received credit for it. ERO can also track things such as how active teachers are in online PLCs on tools such as Schoology, their attendance in online groups and whether teachers are completing assignments assigned in their courses.

Once the district has created its catalogue, it may choose to pre-enroll teachers in specific courses.

For Teachers

When a teacher logs into ERO, he or she will see a navigation bar with options such as: home, course catalogue, schedule, my transcript, my profile, my plan and my programs. The teacher creates their own goals and PD plan with goals. Teachers can also add activities, or actions they will take to achieve each goal, such as reading a specific book or taking a particular course. Once these goals are drafted, the teacher can tag the goals and the activities in their PD plan to the districts goals or framework.

When a teacher logs in, he or she can browse content and choose a course that aligns with their personal PD plan and goals. The browsing experience allows teachers to search by various categories such as credit type, course title and start date. Additionally, a teacher can search by domain when they want to ensure that the course they are taking is aligned to a certain area.

When a teacher is logged into ERO, they can browse the course catalogue, enroll in a course, view their transcript and engage in professional learning. A teacher’s professional learning is tracked from various sources of content and coursework. For example, a teacher can spend four hours on Schoology and three hours on Moodle and all of those hours and completed assignments will be tracked on the ERO System. The teacher also has a transcript, which tracks all professional learning and credits.

Teachers can also take courses from content providers that are not integrated with ERO, such as college courses or conferences, and can apply for approval by the district by clicking “Request out of district credit” to get the course added to their ERO transcript. In this case, they would have to submit what ERO calls an “out of district transfer.” The process differs amongst districts, but typically a teacher provides proof such as an agenda or certificate of completion and submits the transfer to be approved by their principal, and in some cases, a district administrator. If a course is approved, the teacher is notified and the course is added to the ERO transcript.

Differentiated Pathways

ERO’s “programs” feature can be used (typically by administrators) for group related content, to create a “program” that meets the needs of a group of specific teachers or to cover a specific topic. For example, an administrator could create a program for teachers working with English Language Learners. The program could contain courses from a variety of sources, but all specific to that topic. The program could be automatically assigned to all teachers of English Language Learners. A teacher could then view the courses under the “My Programs” tab on their home screen.


Teachers can take courses from content providers that are not integrated with ERO, and can apply for approval by the district (by clicking “Request out of district credit”) to get the course added to their ERO transcript. If a course is approved, the teacher is notified and the course is added to the ERO transcript.

The credit structure is decided upon by the district. This includes choices about which activities teachers can earn credit for, and how much credit they can earn. When a teacher is browsing the course catalogue, they can view whether a course is required or suggested and how many credits, if any, they can earn for taking the course.

ERO provides a real-time view of all learning activities including those that take place outside of a teacher’s school or district, like a course at a community college, or learning that occurs during an educational conference. Teachers can view their own credits (including credits for recertification) and can print their own Certificates of Completion that are generated by ERO.

SmartFind Express

SmartFindExpress (SFE) helps teachers find qualified substitute teachers for their absences. SmartFind Express can be used by teachers or administrators, and is accessible online or on the phone in English, Spanish or French (all included in the cost). A teacher or administrator can report an absence the day of, or can pre-arrange for a future absence they already know about. A substitute teacher may get a phone call if he or she has been identified as a fit for a particular absence. Substitutes can also sign into the online system and search for open positions.

Once the teacher or administrator has logged into (or called) SFE and requested a substitute, the system uses a set of search algorithms to decide which substitute should be called for a specific absence, automatizing the placement of substitute teachers into classrooms. SFE will search for the substitute that is most qualified to fill a particular absence based on how the district defines qualified (Ex: having a degree in specific subject, or certification in specific area).

Because SFE and ERO are integrated, a teacher can register for a PD experience and find a substitute teacher simultaneously. When a teacher is logged into ERO and is adding a PD activity (Ex: course, workshop, etc.) there is a small window at the top of the screen that asks the teacher if he or she would like to create an absence in SmartFind Express. If the teacher wants to use SFE to report their absence and request a substitute, they will be asked for an SFE access code.

How It Is Used

Electronic Registrar Online (ERO)

Some districts use ERO to manage professional development. Often times a district uses ERO to coordinate workshops, create course catalogues, streamline course registration, manage seat counts and manage credits.

Other districts use ERO to create PD plans, deliver content and award credits for learning. Districts create PD plans that include district-wide goals. If the district adds the district goals, they will appear on the "my plan" page and the "course catalogue" page so that teachers can create their own plan and goals that are aligned. If a growth plan is created for an educator, it will appear on the educator's "my plan page." Districts use the goals when building the course catalogue so that the courses offered can align with the PD plan.

ERO is also used to create special programs for a target group of teachers (Ex: New teacher induction) because districts can use content from a variety of sources to meet their specific needs. In this case, a district administrator or instructional designer would create a program that includes courses on a particular topic, and invite the teachers that would benefit from learning about the topic. The teachers can view their program under the “My Programs” tab on their homepage.

Northside ISD in San Antonio used ERO’s programs to provide content to meet the needs of specific groups of teachers. This district grouped content from various sources with target teachers in mind, and then assigned courses to specific teachers based on their needs and the district’s requirements.

For example, Northside had one program for “Gifted & Talented Teachers,” designed to help teachers meet the district’s requirements in this area. The program contained all courses on that topic and was linked to all of the teachers who needed it. Teachers could log in and click “My Programs” to see the courses.

Measuring Effectiveness/Data

Electronic Registrar Online (ERO)

ERO provides teachers with an up-to-date view of their transcript, their personal PD plan, and the PD plan provided by their district. School and district administrators can see reports on what an individual teacher is participating in. The system tracks and reports all credits to the district on behalf of the teacher. This data can be exported into Excel, PDF and CSV files.

SmartFind Express (SFE)

SFE provides a library of ready-to-use reports, and allows users to create their own custom reports. Data can be exported into Word, Excel, PDF and CSV files.

Setup and Implementation

Electronic Registrar Online (ERO)

According to eSchool Solutions, on-boarding for a new district is highly consultative. There is a planning period called the business process review. During this time the company works with the district to develop an understanding of their needs and goals. On average, the system will be live for a district within 4-6 weeks including the business process review and the training. At that point, the district begins building out their course catalogue and may choose which course (if any) to pre-register teachers for.

SmartFind Express (SFE) and Edutelligence

There is a department at eSchool Solutions that specifically manages implementation. Once a district signs up, there is a business process review with the implementation coordinator. Then there is a system setup phase when the user data is loaded. This is followed by training, which can happen online or in person. Implementation typically takes 30 days, which includes a business process review, configuration and training.

Training and Support

When a district begins using an eSchool Solutions product, the district is assigned to their own Customer Relationship Representative at the company. Clients have direct access via telephone or email to their representative and are encouraged to reach out anytime.

Electronic Registrar Online (ERO)

Training depends on the needs of the district. In this case, there are six webinar sessions available for training facilitated by an ERO trainer. Other districts choose onsite training. These onsite trainings are a minimum of three days and typically include members of the IT team, curriculum team, HR team and administrators. The fee for onsite training varies based on the district. Both online and in person trainings are customized to the needs of the district.

SmartFind Express (SFE)

SFE offers webinar and in-person training. Every district has a designated SFE team member who provides support by answering questions and resolving any issues they may have.


Electronic Registrar Online (ERO)

Integration is at the heart of eSchool Solutions’ PD management system ERO. The goal of ERO is to plug into the PD tools that a district is already using so they can serve as the central location for tracking all professional learning that a teacher engages in throughout his/her career. ERO is also fully integrated with eSchool Solutions’ absence management software SFE so teachers can enroll in PD experiences and find a substitute teacher simultaneously.

As of summer 2014, ERO is integrated with:

Integrations with these partners allows ERO to deliver content from multiple sources and to automatically track hours of learning and award credit for each teacher. A single sign on allows a user to access learning from all of the tools mentioned above. Any learning that happens on any of the tools is tracked in EROs system.

According to ERO, the company will try to integrate its system with anything their customers are already using. In some cases, it will integrate for free and in others it will require an extra fee, depending on the scope of the integration.

SmartFind Express (SFE)

SFE has integrated with every major Enterprise Resource Planning (ERP) platform in K-12 education, such as HR systems and finance systems.


SmartFind Express (SFE) and Edutelligence

SFE comes with over 100 customizable settings including location, skill sets and contract guidelines. The software allows users to create and save their own custom reports. Edutelligence consultants tailor their consultancy to the unique needs of the school or district they are working with. The Edulligence dashboard is also customized for each district. 


ERO is currently priced per user. However, the company is currently restructuring their prices and chose not to disclose specific pricing at this time.


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