Mosaic Education Solutions

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

Set up for your school, supported by
someone who does this work.

I set up the portal inside your school's existing Google Workspace and train your team to use it. After that, I keep it running and stay a message away.

Configured for your school

Set up around your team structure and your workflow: your team names, your term calendar, the thresholds you flag on, your labels, and a permission list your admins manage inside the app. Not a generic template you have to bend your process around. New functionality beyond that is scoped and quoted before any work starts.

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.

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.

Your data, your control

Everything lives in a Google Sheet inside your own Workspace, owned by a district account. Staff use the app; nobody has to be handed the spreadsheet. Who can open what is set by a permission list your admins manage inside the portal. 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.

Everything I build runs inside Google Workspace, needs no new vendor contract, and is used daily by the person who built it. The portal covers the whole support pipeline for the team. The other two are built for special education staff: one for IEP goals and services, one for the school psychologist's evaluation caseload.

Live

Student Success Portal

Referral to Tier III, in one place

One portal for every tier of student support. Students surface on their own, the team works from one shared record, and every handoff carries the full history with it. Your school sets the names, the terms, the thresholds, and who can open what.

Students surface on their ownSet the grade, attendance, and behavior thresholds for Tier II and Tier III. Students who cross them are flagged for the team, with no list-building.

Progress you can seeEach student's grades and attendance charted over time, so the team sees the trend, not just today's number.

Tier I SnapshotBuilding-level charts of grades, credits, and enrollment, so your leadership team sees the whole school at a glance.

Emails in secondsTeacher updates and parent emails come pre-written from the student's record, with the right teachers already filled in. Review, then send from your own email.

Referrals in about 90 secondsRoster-connected and strength-based. The teacher who referred can see what happened next.

Handoffs keep the historyMove a student from Tier II to Tier III and the case opens with everything already attached. Nothing gets retyped.

Tasks that don't get lostAssign a next step to a teammate with a due date. A weekday reminder email shows what's waiting, with no student details in it.

No one falls off the radarStudents with no recent check-in are flagged automatically.

Family contacts logged onceEvery call and email is visible to both the Tier II and Tier III teams working with that student.

Includes: Staff referrals · Tier I Snapshot · Tier II team · Interventionist workspace · Tier III case management

For: Support coordinators · Counselors · Interventionists · Administrators

In pilot

IEP Goal & Service Tracker

Progress monitoring for special education staff

Progress monitoring shouldn't live in a dozen spreadsheets and sticky notes. The IEP Goal & Service Tracker gives special education staff one place to record intervention data, track student progress toward IEP goals, and see what's coming due, without leaving the Google tools their school already uses.

Goal tracking by areaGoals sit under consistent goal areas, so data stays comparable across students and staff.

Fast loggingRecord progress and intervention data as you work, then review a student's history at a glance.

Direct service trackingA record of services delivered, kept alongside goal progress.

Deadline awarenessAnnual review and evaluation due dates, imported from your district's records or entered by hand, always in view next to the goals they belong to.

Reliable student recordsOrganized by student ID, so students with similar names never get mixed up.

Secure and internalRuns entirely within your district's Google Workspace, with access limited to approved staff.

Grows without breakingNew features roll out without disrupting data you've already entered.

For: Special education teachers & case managers · Interventionists · School psychologists · Related service providers

In pilot

School Psychologist Central

Evaluation caseload management

School psychologists juggle evaluation deadlines set by law, assessment requirements that change by disability category, and work split across several providers, often in spreadsheets or paper that don't count days or show what's at risk. School Psychologist Central puts the whole evaluation caseload in one place, so you see what's due, what's late, and what's left before it becomes a compliance problem. It's light enough to run one copy per psychologist or per building.

Deadline trackingCounts the days to each legal deadline and flags overdue evaluations automatically.

Checklists by disability categoryAssessment requirements for SLD, OHD, ASD, EBD, and DCD are built in.

Caseload dashboardStudents grouped by evaluation wave, with an order that stays put as dates are entered.

Progress that counts your workPercent complete tracks your own tasks, not the ones handed to speech, OT, or teachers.

Contact logA record of communication with families and staff, kept with each student.

Roster importPulls student lists from district exports, whatever the headers or separators look like.

For: School psychologists · Special education coordinators · Directors

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

Every student is a
mosaic.
See the whole picture.

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

Set up for your school, supported by
someone who does this work.

A growing toolkit for
school support teams.

I still work in a school every day.

Let's talk about
your team.

Every student is amosaic.See the whole picture.

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

Set up for your school, supported bysomeone who does this work.

A growing toolkit forschool support teams.

I still work in a school every day.

Let's talk aboutyour team.

Every student is a
mosaic.
See the whole picture.

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

Set up for your school, supported by
someone who does this work.

A growing toolkit for
school support teams.

Let's talk about
your team.