School replaces piles of paper with parent portal and online student registration

A K-12 School District in Ohio wanted to replace their labor-intensive paper-based process for annual student registration and parental approvals update with an online workflow system.

The existing paper-based process was taking 4 staff members more than 3 months to complete each year and involved manually re-keying data from stacks and stacks of paper forms - with the added risk of introducing errors. The process was so lengthy that teachers were often unable to schedule fields trips until well into the semester because parent permissions were not fully up-to-date.

With JobRouter, the process is now completed online by parents in just a few weeks at the beginning of the school year and updated through the course of the year by parents as needed.

New Student Registrations are submitted by parents using an online application form and the Annual Consent & Update process is handled through a secure Parent Portal. Parents now log into a secure web portal to review and update information for each of their children who are registered in the district. The secure portal interfaces with the student information system (SIS).

Only information relevant to their own children is visible to parents who update the records or enter new information such as emergency contacts, health information, and permissions. The new process is now completed online by parents in just a few weeks in the late summer and at the beginning of the school year and updated through the course of the year by parents as needed. Parents can log into the portal anytime 24/7.

Any change made by a parent in the parent portal is highlighted in yellow for quick identification by school staff who are immediately notified by the workflow system that a change has been made. Authorized teachers can also log on to view relevant student information without having to ask for help.

Intelligent routing and granular access controls means that staff, teachers, and the office of the school nurse only have access to the information that they are authorized to see and which is relevant. That helps to keep confidential information secure, and puts the most important information at the fingertips of the those who need it.

Now that annual updates are completed so quickly, staff have more time to focus strategic activities - and teachers can schedule fields trips sooner!

Results and benefits:

• 100% Online process parents complete
• Registrations handled faster, smoother
• Annual Consents & Updates completed in weeks at beginning of school year
• Parents can update their child's information anytime 24/7
• Changes are highlighted and staff is immediately notified
• Important data is distributed to authorized staff (i.e. medical info to school nurses)
• Integrates with school information system
• School always has the most recent information at their fingertips
• Staff time freed up to focus on other services
• Fields trips start earlier and EMAs are much easier to print