If you're a principal or deputy principal who's convinced that digital out-of-class passes are the right move for your school, you probably need to convince someone else too — a school council, a business manager, a principal class team, or a regional director. This guide gives you the structure, numbers, and talking points to make that case. You can also use our ROI and business-case guide to frame the value for your specific school, and review pricing to see exact costs.
Vero was founded by Scott and Kim Letts, Australian teachers with over two decades of classroom experience. This guide is a planning resource from Vero, not a report of customer results. Updated 23 September 2026.
The one-paragraph pitch
Our current process does not give authorised staff one shared open-pass register or a searchable pass record. For $3-$4 per student per year, excluding GST, Vero records teacher-created passes and selected destinations in one place. We will evaluate its value against our own investigation time, administrative workload and operational priorities.
The cost
Be transparent about the numbers. School councils respect honesty.
| School Size | Vero Core ($3/student) | Vero Connected ($4/student) |
|---|---|---|
| 400 students | $1,200/year | $1,600/year |
| 800 students | $2,400/year | $3,200/year |
| 1,200 students | $3,600/year | $4,800/year |
| 1,500 students | $4,500/year | $6,000/year |
Put the annual price beside costs your own school can verify, such as:
- repairs and facility closures linked to recent incidents
- leadership and administration time spent reconstructing movements
- printing, storage and manual reporting for paper processes
The benefits (in language school councils understand)
1. A clearer supervision record
A timestamped pass record can help a school show the process staff followed and establish who was recorded out of class, where they were heading and when. It supports — but does not by itself establish — compliance with the school's duty-of-care obligations.
2. Time savings for leadership
Use a recent incident as the baseline. Record how long staff spent locating paper records, speaking with teachers and assembling a timeline, then compare that process with searching a timestamped pass record during the pilot.
3. A more accessible incident record
Movement records do not prove who caused damage, but they can narrow the first stage of an investigation to students who had recorded passes to the relevant destination and time window. Evaluate whether that context improves your own follow-up process.
4. A process you can explain to families
If bathroom access is a concern, explain the alternative process clearly: Vero records teacher-authorised trips without GPS, cameras or tracking inside facilities. Whether facilities remain open is still a school policy decision.
5. Emergency preparedness
Vero shows authorised staff open pass records and their recorded destinations. That list can support the school's existing emergency procedures; it does not replace a roll, headcount or emergency-management plan.
6. Teacher time savings
A Vero pass is designed to take under five seconds in two taps. Compare it with your current process and use the pilot to determine whether the workflow reduces classroom interruption.
Addressing school council objections
"We can't afford another platform"
Vero's price is published at $3 per student per year for Core or $4 for Connected, excluding GST. Present that annual amount beside the operational costs and priorities your school has already verified.
"Teachers won't use it"
No formal teacher training or dedicated professional-development day is required. Start with a defined group for one term, offer an optional short walkthrough, and evaluate whether the two-tap workflow fits normal lessons.
"What about student privacy?"
Vero's privacy program is designed around the Australian Privacy Principles and school requirements. The primary application database is hosted in Sydney, supporting provider locations are disclosed publicly, and school and role controls limit access. There is no student GPS, camera or passive tracking outside teacher-created school workflows.
"Can we trial it first?"
Yes. Vero offers a paid one-term pilot with a defined staff group and real school data. If the school continues to an annual subscription, the pilot fee is credited in full.
A worked cost example
Illustrative budget, not a customer result: a school with 800 enrolled students would pay $2,400 per year for Core or $3,200 for Connected, excluding GST. The difference is $800 per year for automatic approved student, class and timetable syncing through Wonde. Every current module is included in either plan; check the published plan details when preparing your proposal.
For either of those annual quotes, a defined one-term pilot costs $500 excluding GST. If the school continues, that $500 is credited in full towards the annual subscription. The pilot fee is capped at the school's quoted annual price if that price is lower. Budget staff setup and evaluation time separately rather than treating it as free.
A pilot scorecard you can take to the meeting
Choose a year level, building or teaching team and an evaluation owner. Record your baseline before launch, agree a review date and use the same measures during the pilot. Set targets locally; the examples below do not assume a particular saving.
| Question | Baseline and pilot evidence | Decision to record |
|---|---|---|
| Does it fit a normal lesson? | Time a comparable sample of pass creation and return tasks. Record the sample size, device and interruptions. | Is the workflow acceptable to the participating staff? |
| Can we find a record? | Use the same authorised retrieval task with paper and Vero. Record elapsed time and missing information. | Does the record answer the agreed operational question? |
| Are the routines clear? | Review a sample of open and completed passes and ask staff how exceptions were handled. | Which return and overdue procedures need adjustment? |
| Is access appropriate? | Check approved staff roles, the family explanation, retention choices and IT setup. | Are the school's required approvals and controls in place? |
| Is continuing justified? | Compare the annual quote and setup effort with the measured workflow benefits and staff feedback. | Continue, change the scope or stop, with reasons. |
Keep this evaluation aggregate and access-controlled. Avoid exporting student-level records into a business-case document. Incident counts from a short pilot cannot establish that a pass system caused a change in behaviour.
Before approving the pilot, walk through a teacher-created pass, compare it with your current paper process, and check the Compass or SEQTA setup if your school uses those systems.
The school council slide
If you need to present this to a school council, here's the structure of one effective slide:
Title: "Staff-Managed Digital Out-of-Class Passes — Proposal"
Next steps
- Book a demo with Vero to confirm SIS compatibility and see the platform
- Run a paid one-term pilot with a defined group of teachers
- Review the pilot data and prepare your business case
- Present to your school council with real data from your own school
- Go school-wide
The strongest business case is based on your own school's workflow and records. Define the questions before the paid one-term pilot, review them at the end and let that evidence guide the decision.
