Mr Hay, who has been appointed limited statutory manager (LSM) for the North Otago primary school, will have his first meeting with the board of trustees members, principal Sandra Spekreijse and staff tomorrow.
In January, the ministry confirmed unspecified "challenges" at the school following the resignations of three teachers.
It was understood that some pupils had transferred to other schools.
When contacted, Mr Hay was unable to comment on the issues, saying he would have a clearer idea once he had the meeting at the school.
Following that meeting, he expected to spend 10 hours a week, for the next four weeks, to produce a scoping report which would outline a future plan for the school.
In a notice sent to parents yesterday, Mr Hay said he was unable to say what the challenges Totara School faced were.
"Please be assured that, along with the board and principal, the education and welfare of all Totara School pupils will remain the remain the focus of us all."
Aside from a brief from the ministry and his appointment to the LSM role, he could not confirm the "challenges" at this stage.
Mr Hay said his "scoping report" would be accompanied with an "outcome plan".
"I will initially want to talk to everyone and paint my own picture from that", he said.
The outcome plan is made up of "anything and everything we need to do, at whatever level and a proposed timeline".
Ministry of Education South leader Nancy Bell said by far the majority of schools operated successfully, but a small number developed difficulties or had unanticipated events that they could not resolve without outside help.
"We always support schools to resolve problems themselves and only intervene as a last resort when there is risk present at the school that cannot be addressed in any other way.
"Where we do step in, an intervention aims to bring expertise and a fresh perspective."
Mrs Bell said in this instance an LSM has been appointed to Totara School.
"The LSM, Cleave Hay, has responsibility for all functions, powers and duties of the board as an employer, all functions, powers and duties of the board to establish policies and procedures, and all functions, powers and duties of the board to manage communications", she said.
While the school is funded for a roll of 72 pupils for 2024, it was not clear what the actual roll was.
Mrs Spekreijse, who was appointed principal in 2021 and board of trustees chairman Cameron Leckie, did not respond to a request for comment by deadline.
