New school forms and paperwork

[lar]

LeotheLion posted on Facebook about how they should automate the forms so that we can print out, I think that is a great idea. For those that don't have computer access they can just do it the manual way.

[grafxgirl]

Oh, it just keeps getting better and better...

Our grands came home today with the pile of 'first day' paperwork.

I guess no one on here would be surprised to learn that each little girl got duplicate copies of everything - including the EIGHTY PAGE "Student/Parent/Staff Handbook". A quick check with my next door neighbor, (who has four children in County schools at various levels), and each one of their children came home with lots of duplicate paperwork - all of which ended up in the family's recycle bin.

I realize that even though this first-day waste is small change in an almost $100,000,000 annual budget. But, if these folks started looking out for the small change, real dollars would follow. I say, "Show me the money... before I give you more!"

Then you most likely got the same piece of paper with an announcement on it that I did, which states that future paperwork (that is distributed to all the students throughout the school) being sent home will only be sent home with one of your children, if you have multiple children attending the school. You are to fill out this paper and tell them which one of your children you want to have these papers given to because they don't feel it is necessary to send multiple copies of the paperwork home and the school is trying to be more "green". This is not a new policy and was in affect last year too.

[AAT53]

I guess no one on here would be surprised to learn that each little girl got duplicate copies of everything - including the EIGHTY PAGE "Student/Parent/Staff Handbook". A quick check with my next door neighbor, (who has four children in County schools at various levels), and each one of their children came home with lots of duplicate paperwork - all of which ended up in the family's recycle bin.
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What cracked me up was the note on blue paper saying "In our attempt to go green...". According to the form you put down the name of the one child at the school that you want to receive the handbook and send it back today, then they would send the handbook home with that kid. This is supposed to save paper. Problem is that form was in the folder WITH the handbook, so it really didn't save any paper.

The blue form also said the monthly lunch menu, etc. would be sent home with only that kid so it could still help save paper.

[grafxgirl]

LeotheLion posted on Facebook about how they should automate the forms so that we can print out, I think that is a great idea. For those that don't have computer access they can just do it the manual way.

All the forms are on the Jefferson County BOE website, including lunch menus and student handbooks. I guess they continue to do it this way because there really is no way to tell who has or does not have a computer or internet access. Of course, the usual complaints from parents will pop up like "Why do I have to take the time to print the papers out myself? Why do I have to waste my paper and ink? or the famous "Well I didn't know...."

I suppose the schools could send home one hard copy sheet with a list of all the forms that need to be accessed off the website, printed, signed, and turned back in. On this form, could also be a place that says something like "If you do not have access to a computer or internet to complete these papers on-line, please sign this form and return it to the school immediately and we will send a hard copy home with your child." There would still be hard copy papers going out, but it would cut down on the amount.

[grafxgirl]

What cracked me up was the note on blue paper saying "In our attempt to go green...". According to the form you put down the name of the one child at the school that you want to receive the handbook and send it back today, then they would send the handbook home with that kid. This is supposed to save paper. Problem is that form was in the folder WITH the handbook, so it really didn't save any paper.

The blue form also said the monthly lunch menu, etc. would be sent home with only that kid so it could still help save paper.

It was for all future paperwork that will be sent home with the students, who have siblings in the school that way they don't send home duplicate papers.

[Kensey]

Why don't they just mail one copy to any address where more than one kid lives? It's probably cheaper to do that even with the cost of postage than print an extra 80-page handbook.

[AAT53]

It was for all future paperwork that will be sent home with the students, who have siblings in the school that way they don't send home duplicate papers.

The paper I got specifically mentioned the Student Handbook and said that all future paperwork would also be sent home with that child.

The paper said to return it today so that the handbook could be sent home.

[grafxgirl]

The white handbook they sent home is the JeffCo Student, Parent, and Staff Handbook. The one that they were talking about sending home, in that flyer, is the pink one that came home today. It is the "BLUE RIDGE ELEMENTARY Parent Handbook".

[LFE]

I think they should randomly post some of it at the bottom of the main web page, not tell anyone and leave the new info tab under construction :-)

To some of the points above... how about 1 peice of mail that states go to this web site and fill out all necissary... if you are unable to do this, please return this note for hard copies to be mailed or sent home with your kid. If we don't have you on file by x date, you will be contacted by phone or something again until the process is complete.

Automating forms is a great thing, but it does take some dedicatoin and lots of planning. Now you even have to consider what to do with all your electronic records as well. Here is some great product info on things along these lines:
http://www-01.ibm.com/software/data/...ment/products/

[LazerFlash]

Then you most likely got the same piece of paper with an announcement on it that I did, which states that future paperwork (that is distributed to all the students throughout the school) being sent home will only be sent home with one of your children, if you have multiple children attending the school.

Interestingly enough, no. I thought there might be something like that, and made an effort to look not only for a separate form, but also something in the handbook. Admittedly, I only skimmed the 80 pages, so I cannot say with definitiveness that it's *not* in there, only that I didn't notice it. (And, if it's not there, then I guess we know just how complete that 80 page document is, eh? )

FWIW, no blue or green or pink papers came home with our grands - yesterday or today. Also, in the spirit of open disclosure, our grands do not go to BRE, but South Jefferson.

[LazerFlash]

To some of the points above... how about 1 peice of mail that states go to this web site and fill out all necissary... if you are unable to do this, please return this note for hard copies to be mailed or sent home with your kid. If we don't have you on file by x date, you will be contacted by phone or something again until the process is complete.

I would go one step further: Virtually every other County agency charges some fee for reproduction costs to the end user -> Once everything is in an online format, why not then charge those requesting hard-copies a nominal fee for the service? Nothing exorbitant, but something in line with the actual cost to printout and send them home.

[LazerFlash]

...who have siblings in the school that way they don't send home duplicate papers.

And, what about families with students in more than one school? I don't know how much crossover there is - other than that 80 page handbook, anyway. Seriously, you should have seen the pile of paper in my neighbor's recycle bin (the one with four kids in three different schools). It would be interesting to parse through it all and see how much duplication there was... I wonder if it would be too creepy to sneak out there and snag their recycle bin before the truck comes tomorrow morning?

[grafxgirl]

And, what about families with students in more than one school? I don't know how much crossover there is - other than that 80 page handbook, anyway. Seriously, you should have seen the pile of paper in my neighbor's recycle bin (the one with four kids in three different schools). It would be interesting to parse through it all and see how much duplication there was... I wonder if it would be too creepy to sneak out there and snag their recycle bin before the truck comes tomorrow morning?

Not much crossover at all, unless it's a countywide announcement since schools have their own schedules, activities, events, and procedural announcements. I think the only thing really would be the lunch menu, but that can also be found on the Board of Education website.

[LFE]

I would go one step further: Virtually every other County agency charges some fee for reproduction costs to the end user -> Once everything is in an online format, why not then charge those requesting hard-copies a nominal fee for the service? Nothing exorbitant, but something in line with the actual cost to printout and send them home.

Even though computer with internet access can generally be found for free, and noting that it would be worth while for the school to open up some sort of free registration systems, those that can not afford a computer would be able to claim not being able to afford the printouts. Of course they would probably be texting in that complaint while driving down the road on a ATV... but that is another story all together :-) That said, I do agree with it.

[lar]

I am saying automate it so that we just fill in data fields then the computer inputs it into everyplace and form where it is needed. Then print, read, original sign and send to school. Kind of like the automated sports forms for JCYFL and JCYSL. We are probably talking about the same thing. It would make neater and more thorough forms. I know I was getting sloppy, and then I started abbreviating, etc.