School support team tools

Every student is a
mosaic.
See the whole picture.

Small school student support teams do vital work — but they're often piecing together student histories from scattered spreadsheets, email threads, and phone calls. I help you bring it all into one place.

Start a conversation
100%
Google Workspace
native — no new accounts
1 place
Referrals, contacts,
activity — all in one place
Live
Used daily at a
Minneapolis-area high school
The problem

Your team is doing the work.
The system isn't keeping up.

Student support teams at small and mid-sized schools are often running lean — a counselor, a coordinator, a social worker, maybe an administrator who wears multiple hats. The care is there. The coordination infrastructure often isn't.

The result is that critical information lives in the wrong places: a referral in someone's email, a check-in note that only one person knows about, intervention history that has to be reconstructed before every team meeting. Having everything in one place — readable and editable by the whole team in real time — is what makes those meetings actually productive. And as districts are increasingly asked to implement more systematic, tiered support structures, that coordination gap becomes harder to ignore.

This isn't a people problem. It's a tools problem — and it's one that's worth solving.

  • Check-ins fall through the cracks when no shared system flags overdue cases
  • Referral history is scattered across email threads and separate spreadsheets
  • New staff have no visibility into a student's prior support history
  • Reporting on team activity requires manual digging before every review cycle
  • Schools have contact records — but who reached out, when, and what was said often lives outside the team's shared view
What we do

A shared portal, built for
the way your team actually works.

I set up the tool inside your school's existing Google Workspace — no new vendor contracts, no student data leaving your environment — and train your team to use it from day one.

01
Configured for your school
Set up around your team structure, your staff, and your referral workflow — your dropdown values, your labels, your access list. Not a generic template you have to bend your process around. New functionality beyond that is scoped and quoted before any work starts.
02
Centralized case management
All referrals, activity logs, and family contacts in one place. Full history per student, visible to everyone on the team who needs it.
03
Inactivity alerts
Automatic flags for students who haven't had a check-in recently, so nothing slips through the cracks during busy stretches.
04
Staff training included
One live 60-minute walkthrough with your team, so everyone is confident on day one — not just the person who set it up. Refresher sessions draw from your annual support hours.
05
Ongoing support
Unlimited bug fixes, plus ten hours a year of support, refresher training, and configuration changes. Responses within two business days, from someone who understands student support work — not a help desk that's never heard of a Student Assistance Team.
06
Your data, your control
Everything lives in your Google Sheets, inside your own Workspace. No third-party storage. If you stop working with me, you keep the tool and every record — what you'd lose is support and updates, not your data.
Our tools

A growing toolkit for
school support teams.

Every tool I build runs inside Google Workspace, requires no new vendor contracts, and is designed by someone who uses it. Each one targets a specific role — because the school psychologist, the counselor, the interventionist, and the student support coordinator all have different jobs.

Live
Student Success Portal
Student Support Team Coordination
A shared portal for referrals, activity logs, team contacts, and intervention tracking — organized so your whole team can read and update student records in real time. Built for the teams that gather around struggling students to figure out how to help, whatever your school calls that meeting.
For: Support coordinators · Counselors · Administrators
In pilot
School Psychologist Central
IEP Due Process Tracking
Tracks IEP timelines, evaluation due dates, and due process milestones so school psychologists and sped coordinators never miss a compliance deadline. Missing a due process date isn't just an inconvenience — it's a compliance violation with real legal consequences.
For: School psychologists · Sped coordinators · Directors
In pilot
Counselor Contact Log
Caseload & Contact Tracking
Helps school counselors log student contacts, track caseload activity, and maintain a clear record of outreach and interventions. Designed around the reality that counselors are managing dozens of students at once and need a lightweight, fast way to keep records without it becoming another burden.
For: School counselors · Counseling directors
In development
Intervention Progress Tracker
Progress Monitoring & Intervention Data
Tracks IEP goal progress and Tier II intervention outcomes for special education teachers and interventionists. Supports percentage-based and qualitative goal types, logs service sessions and intervention changes, and automatically generates progress monitoring summaries for quarterly reporting — so writing those updates takes minutes instead of an afternoon. Includes data visualizations with goal lines, trend markers, and service indicators.
For: Special education teachers · Interventionists · Sped coordinators
Jake Schaner, Ed.S., NCSP

Jake Schaner, Ed.S., NCSP
School Psychologist & Consultant
Mosaic Education Solutions

About

I still work in a school every day.

I built the first version of these tools because my own team needed them. We were tracking student referrals in a confusing, messy spreadsheet, rarely logging family contacts, and piecing together histories from emails and phone calls. It wasn't a staffing problem — we had good people. It was a coordination problem, and I knew there was a better solution possible. So I built one from scratch inside Google Workspace.

I iterated on it through a school year of real use, and eventually other people started asking about it. That's what Mosaic is: not a product built for schools, but a tool built inside one — by someone who still shows up to work in a school every day.

When I help another team set it up, you're working with someone who knows what a student support meeting actually looks like — the conversation about a struggling student's strengths, context, and what the team can realistically put in place to help. Whether your school calls it a SAT, SST, MTSS team, or something else, the work is the same.

  • 10+ years of experience in K–12 schools across elementary, middle, and high school settings
  • Nationally Certified School Psychologist (NCSP) with an Education Specialist degree (Ed.S.)
  • Currently practicing at a large suburban high school near Minneapolis, MN
  • Tools in active daily use by a real student support team
  • Pilot pricing available for early partner schools
Get in touch

Let's talk about
your team.

No sales pitch. Just a 20-minute conversation about how your student support team currently coordinates — and whether what I've built might help.

Message sent! I'll be in touch soon. — Jake

Prefer email? Reach us directly at hello@mosaiceducationsolutions.com