Announcing the ParentPaperwork Activity Care Module

ParentPaperwork has cemented a reputation as the world’s most powerful and comprehensive online forms platform for K-12 schools… and it just got even better for student care. 

We’re taking the work out of taking care of your students. 

We are very pleased to announce the availability of a series of significant updates to ParentPaperwork’s paperless school system, which we are calling the Activity Care Module.

The Activity Care Module is like having another pair of hands in your school office, or with you when you’re out in the field on an excursion.

From the event planning form to the educational needs assessment form, risk assessment form, cost analysis form, parent/student permission forms – and now the Activity Care Module – we’ve completely closed the loop in terms of the forms administration of any school activity.

The Activity Care Module is an essential tool from the start to end of an activity, as well as in the event of an emergency.

New Activity Care information in the Student record

We’ve added a dedicated section in the Student record to store health and care information about your students – emergency contacts, medical conditions, immunisations, allergies – whatever information you consider critical.

As we do already for your existing data, ParentPaperwork can automatically bring this information in from your student management system, and you can use these as fields in your online forms.

Student Care Information available in an easy offline and online format

ParentPaperwork can import your students’ photos, highlight at-risk students and ensure you have the right information available, at the right time and in the right place.

When the occasion comes for an excursion or field trip, you can download a comprehensive record for each child.

Track Activity Attendance

We know that marshalling groups of students off-campus can be like herding monkeys, yet it’s important you record which students are present without having to fumble for a pencil and clipboard.ParentPaperwork lets you record attendance for each student for each activity via a dedicated mobile-friendly page – you could literally be standing at the bus door checking off students using your phone.

ParentPaperwork lets you record attendance for each student, for each activity, via a dedicated mobile-friendly page. You can literally be standing at the bus door checking off students using your phone.

Parents Review Care Information via your Parent Portal

Schools already love our integrations with their parent portal, whether it’s via Schoolbox, SEQTA or a bespoke portal. Now parents have access to review their child’s health and care information as well.

Automated pre-activity Reminder Emails

ParentPaperwork will automatically send reminders just before an activity, with links to the full information in ParentPaperwork, plus the dedicated mobile-friendly page to mark attendance.

Slip Notes

We know there is all manner of information associated with planning an excursion, field trip or, indeed, any activity for your students. So we’ve added a new Notes function to your Slips. Each staff member can record their Notes in a convenient timeline, available to all the staff associated with the Slip.

Each staff member can record their Notes in a convenient timeline, available to all of the staff associated with the Slip.

Control Staff access to Student Care information

A student’s health and care information often contains highly personal and, sometimes, very sensitive information. We have added a new set of permissions so you can control which staff can edit and view this information.

Student Record Audit Log

Privacy, security and accountability are key to ParentPaperwork’s paperless online forms platform, and so we now give School Administrators access to a complete and detailed audit log of not just the changes and updates for a Student’s information but also which staff have viewed the information.

Free to Current Customers

And here’s the best news of all…

The Activity Care Module is free to all existing customers. Plus, it’s free to new customers who sign up before the end of 2017.

Contact us now to stop herding the monkeys. Enable ParentPaperwork’s Activity Care Module in your school today.

New access controls and permissions for Users in ParentPaperwork

Data security and access are extremely important in environments such as schools, which often are managing significant volumes of personal information spanning across staff, parents and students. Increasingly, schools are using ParentPaperwork to capture, manage and report this data, and we have implemented a range of ways you can control access to data and functionality in ParentPaperwork.

This blog post outlines the types of permissions and configuration you can implement with ParentPaperwork in your school. You can also check out our Knowledge Base for further information.

A school may have as many Users accessing ParentPaperwork as they like. Note we have single sign-on for both Office 365 and Google, making it really easy to enable access for large groups of school staff. We can also synchronise a list of your staff each night as part of our overall data import schedule for your school.

User Roles

There are two User Roles:

  1. Administrator – complete access to all of ParentPaperwork’s features and configuration. We’d recommend you limit the number people with this ‘Access All Areas’ permission.
  2. User – a standard User. They cannot alter ParentPaperwork’s configuration (including managing Users) nor can they edit the Form Templates and Workflows. User Permissions can be applied to ‘Users’.

By default, a User has access to all information, and you can use various permissions settings to control and define their access.

Individual User Permissions

User can have their access restricted in multiple ways:

  1. They can be configured to only have View access. They’ll be able to log into ParentPaperwork and see all the information but will not be able to add new data or edit existing data – for example, they cannot create a new Slip nor edit a Student or Contact.
  2. They can have their access restricted to only Slips they created or those on which they appear on the workflow. In a busy school, with many Slips being sent, this is a great option to reduce the ‘noise’ for a particular user so they only see the information relevant to them.
  3. They can have their access restricted to specific Student Lists. By default, this also means their access is restricted to only the Slips they create or those on which they appear on the workflow, as per option 2 above. This is perfect for parent class reps and others who should only have access to very specific groups of students and parents
  4. Users can be assigned to User Groups, and the above permissions will be controlled via the Group.

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User Groups

User Groups can be used to control permissions for groups of Users. You can set the same permissions as for individual Users, and these will apply to Users assigned to the Group instead of the individual permissions.

The User Groups list page summarises the permissions assigned to each Group.

Editing a User Group allows you to control the permissions.

Users Groups and Form Template Categories

User Groups can be used to control access to sets of Form Templates via the Template Categories.

A Form Template can be assigned to one or more Form Template Categories. A Category may be assigned to one or more User Groups.

If a Category is assigned to a User Group, only Users assigned to the Group can:

  • Create a new Slip/Form from the Templates in that Category
  • Access an existing Slip/Form that was created from the Templates in that Category

By using a combination of User permissions, User Groups and Form Template Categories, you can restrict access to information in ParentPaperwork to selected Users and groups of Users.

For example, perhaps staff within school departments can be given view only access to Slips/Forms relevant to their department, while the heads of department can edit and manage forms across one or more departments. Or only school leaders are given access to Forms relating to human resources or staffing issues.

Send ParentPaperwork Broadcasts to Students

Earlier in 2o17, we launched Student Slips, allowing schools to send ParentPaperwork’s online forms to Students – the perfect and logical complement to our original Parent Slips system.

Student Slips is ideal for senior schools and colleges for tasks like sports registrations, subject electives selection, school council elections, student surveys and prefect voting

With Student Slips, you have the choice of the form being completed by either the parent or the student. You can also ask that a ‘read only’ copy be sent to the other party – such as sending a form to parents with a cc to students, or sending a form to students with a cc to parents. Everybody gets kept in the information loop – no unnecessary surprises!

The feedback on Student Slips has been excellent, and we have now extended this functionality to the Broadcasts module.

Previously, you could only send a Broadcast to Parents of selected Student Lists or individually nominated Students. Now you can send a Broadcast direct to Students, with an option to CC to their Parents or vice versa – send to Parents with a CC to their associated Students.

 

student-broadcast

Setting up a Broadcast to Students works the same as sending out a Slip. You choose to send the Broadcast to ‘Parents’ or ‘Students’ and, if you wish, you can CC in the other party.

It is important to note that Broadcasts to Students are only available if you have the email addresses for Students in ParentPaperwork – Broadcasts via SMS to Students are not available. However, we can import Student emails via your scheduled nightly import.

Additionally, please note that Broadcasts to Students are only available if your school has purchased the Student Slips module – please contact our sales team if you need more information.

 

New Reopen Slip function now available in Parent Slips

We have added a neat little feature that we know will be valued by everyone using Parent Slips. You can now reopen a previously submitted Parent Slip.

We understand that sometimes people make mistakes, or they click a button just that little too quickly. Of course, a submitted Parent Slip form cannot be edited by the parent after they click the big blue ‘Submit’ button. What the new Reopen feature allows you to do is reopen the Slip for a particular student and resend the notifications.

When a parent opens a Parent Slip form, data that is already held by a school for their student will be pre-filled so the parent doesn’t need to waste time retyping the same information all the time. Of course, if something has changed, they can amend the data so the change is updated to the school as part of their form submission.

The Reopen link appears on the View Responses list page, in the same place as the Resend link does for responses that have not yet been submitted.

Customise your SMS text message ‘From’ name

SMS Text messages sent from an unknown or anonymous sender have a higher chance of being ignored by the recipient, even if the message does reference their child.

In some countries, it is possible to replace the ‘From’ name that displays to the recipient on their phone with a more friendly alphanumeric substitute. You can control the SMS ‘From’ name on your Configuration page. Click your user name at the top right, then Settings. On the Settings page click the Configuration option.

You can control the SMS ‘From’ name on your Configuration page:

Click your user name at the top right, then Settings. On the Settings page, click the Configuration option.

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The name can be up to 11 characters, numbers and letters, with no spaces.

Note: This feature will only work in some countries (for example, it is available in Australia but not in New Zealand).

If you would like to know more, please contact support@parentpaperwork.com.

 

 

MEDIA RELEASE: ParentPaperwork at CommunicAsia 2017

Leading Australian education technology company ParentPaperwork is excited to be exhibiting at CommunicAsia 2017, the 28th International Communications and Information Technology Exhibition Conference in Singapore 23 to 25 May.

Every parent, teacher and administrator in every school in the world knows the pain of paper forms. Permission slips, lunch orders, surveys, consents, detention notices – K-12 schools, kinders and ELC’s use paper forms for hundreds of activities and tasks every year – the average school sends 30 or more paper forms home for each student in a year.

Paper forms are an enormous cost and labour drain for schools whose budgets are already stretched to breaking, plus a huge cost to the environment. Paper, copying, distribution, the endless inevitable chasing of non-returned forms and the collating and reporting of thousands upon thousands of pieces of information are all a waste of staff time and money.

ParentPaperwork is easily the most comprehensive, fully featured, administration data capture, management and reporting platform for K-12 schools, kinders and ELC’s in the world. ParentPaperwork replaces all the paper forms and moves them to a secure cloud-based online platform, with every form for every student available at the click of your mouse.

Hundreds of schools in eight countries now use ParentPaperwork to send online forms to their parents, and capture and report the responses – and see huge savings in time and money and improvements in liability management as a result.

The ParentPaperwork suite includes:

  • Broadcasts – One way messages and alerts to parents via SMS and Email
  • Parent Slips – Replace paper forms between existing parents and your school
  • Student Slips – Empower students within the administrative process
  • Absentee Slips – The new generation of student absentee notifications
  • Admin and Enrolment Slips – Free up your staff’s administrative time whilst better ensuring compliance

Recently ParentPaperwork announced the launch of its most important new feature in twelve months – sending online forms to Students. Sports registrations, subject electives selection, school council elections, student surveys; and prefect voting – all can now be handled via ParentPaperwork.

ParentPaperwork integrates with a wide range of other education technology products and is especially proud to partner with leading K-12 software company Schoolbox. The partnership sees ParentPaperwork fully integrated into the Schoolbox parent portal to provide one destination for all of a parent’s interaction with their school. The seamless integration between the two platforms enables parents to view and complete school forms and slips online.

ParentPaperwork’s CEO Ms Fiona Boyd says:

“Traditional paper-based processes are quite simply broken and no longer workable in today’s world, where accountability, risk management and statutory compliance are critical issues for school leaders globally. ParentPaperwork provides your school with a robust, secure system to replace all your paper forms.

ParentPaperwork integrates with a school’s existing software such as their student information database and learning management system to provide a seamless experience for parents.

With the launch of our new forms to Students functionality I can confidently say ParentPaperwork is easily the most comprehensive, fully featured administration data capture, management and reporting platform for K-12 schools in the world.

I’m thrilled to have the opportunity to discuss digitisation with schools in Singapore at CommunicAsia, with the Singapore Government recently embarking on a significant program to make public services more accessible and productive through better use of technology, such as through the digitisation of government records.”

ParentPaperwork will be exhibiting as part of the Victorian Government’s Trade Delegation to CommunicAsia at Marina Bay Sands in Singapore 23 – 25 May 2017.

How does ParentPaperwork import data?

ParentPaperwork manages a significant amount of data from schools. This post is a summary of how the data is imported and the various options and features. It is designed to be read by school ICT staff and database administrators to gain an overview understanding of our import modules and processes. For further information or assistance please contact support@parentpaperwork.com.

What Student Information Systems (SIS) does ParentPapework work with?

ParentPaperwork has ingested data from student information systems including:

  • CoolSIS
  • Denbigh
  • KAMAR
  • MAZE
  • PC School
  • SAS
  • SchoolPro
  • SEEMiS
  • SIMS
  • Skyward
  • Synergetic
  • TASS
  • Tyler

How does ParentPaperwork Acquire Data?

Data is obtained by ParentPaperwork in a variety of ways:

  1. Direct SQL database connection
  2. Pulled from remote API
  3. FTP pushed to ParentPaperwork
  4. Files pushed to ParentPaperwork’s Files API

We really don’t mind how the data is acquired and we are happy to work with a school or a provider to find the best and most efficient method. No matter how the data is acquired it is brought into our import system in a common format and centrally processed by a set of modules that handle various aspects of the data.

How frequently do we update imported data?

Almost always we update data from imported sources on a daily basis. We have the engineering capability and capacity for a higher frequency, but we figure a second-by-second update in real time is not necessary, schools are comfortable that if they make a change in their SIS one day it will be in ParentPaperwork the next day.

What data do we import?

At a minimum we import the data necessary for ParentPaperwork to operate:

Students

  • studentId (the unique identifier from your system for the student)
  • firstName
  • lastName
  • className (this will be the Student List they are allocated to initially)

Parents

  • parentId (the unique identifier from your system for the parent)
  • studentId (so we can link parent -> student)
  • firstName
  • lastName
  • email
  • mobile phone (only if you are using our optional Two Factor Authentication system or want SMS notifications enabled)

Additionally we can import further data:

Student Attributes

Student Attributes are user-defined fields in the ParentPaperwork Student record, a school can have an unlimited number of Attributes defined, and we can import data to these fields. Student Attributes are able to be used as fields on ParentPaperwork forms; when the parent opens their form the fields will be pre-populated with the values we are holding. When the parent submits the form the Attributes in the Student record will be updated. We also offer a range of exports including one we nickname ‘just the things that changed’, a list of Students, their Attributes and only the values that were updated as part of the form submission. This makes Student Attributes ideal for tasks such as annual student record updates.

Student Lists

Obviously students don’t just fall into one group at school, there are home rooms, tutor groups, subject classes, sports teams. We can import these to ParentPaperwork to Student Lists so these groups are available. Some larger schools consequently have several hundred Student Lists.

Staff Users

We can keep the Users in ParentPaperwork updated with changes in the school SIS. Generally we are not able to access passwords from the SIS, which means this is only useful in a couple of scenarios:

  1. The school needs the Users in ParentPaperwork to be able to send the staff notifications about forms, for example to cc a read only copy of a Parent Slip. The staff member is not required to log into ParentPaperwork.
  2. The school is using single sign on (SSO) to ParentPaperwork, either Google or Office 365, and does not want automatic user creation enabled in ParentPaperwork (where we allow anyone who is authorised via the SSO to access ParentPaperwork. By syncing in a list of Staff we can restrict access to ParentPaperwork to just the list of Staff the school provides via the import.

What is the import logic?

Our foundation view is that the source of truth for a school’s data is its SIS, so ParentPaperwork needs to as closely mirror that as possible. We are also very conscious that there can be some complicated family situations that are liable to change from time to time, so keeping ParentPaperwork in sync with those is important.

The following describes the import logic we use for each type of data.

Students

  • Check if there are any student records in the import that are different to those in ParentPaperwork
  • If the records are new Students, add them to ParentPaperwork
  • If the records are existing Students, update the changes to ParentPaperwork
  • Clear Students from any Student List named in the import that already exists in ParentPaperwork
  • Update Students from the import to the Student Lists named in the import
  • Optionally – clear students from any Student List created via import at any time, this deals with schools that don’t wish to maintain legacy Student Lists, it’s also useful for rollover at the beginning of a school year when we need to reset all Lists previously imported
  • Optionally – mark any Students currently in ParentPaperwork as inactive that are not contained in the import – marking them inactive removes Students from default views and lists and means they and their parents cannot be sent forms. Very useful for preserving data to comply with document retention policies whilst ensuring the Students are not visible day to day unless specifically searched for

Student Attributes

  • Check for Student Attribute names in the import that are different to those in ParentPaperwork, and create new Student Attributes on the school account
  • Update the Students with the values for those Attributes
  • Check if there are any Attribute values in the import that are different to those in ParentPaperwork and update the Student records
  • Note we log these changes as having come from an import, so we can differentiate with changes made via a User in ParentPaperwork, or a Parent submitting a form, so we can still generate exports of user/parent updates

Parent Contacts

  • Check if there are any Parent Contacts records in the import that are different to those in ParentPaperwork
  • If the records are new Contacts, add them to ParentPaperwork and link them to the relevant Students
  • If the records are existing Contacts, update the changes to ParentPaperwork, examine the existing links to Students already in ParentPaperwork, and if different to the import, update
  • Optionally – mark any Parent Contacts currently in ParentPaperwork as inactive that are not contained in the import – marking them inactive removes Contacts from default views and lists and means they cannot be sent forms. Very useful for preserving data to comply with document retention policies whilst ensuring the Contacts are not visible day to day unless specifically searched for

Student Lists

  • Check the import for any new Student List names, create these Lists in ParentPaperwork and assign the relevant Students
  • Check the import for any Student List names that already exist in ParentPaperwork, clear the Students already assigned to the List and update with the Students from the import
  • If there are Student Lists which were previously created via import, but which are not in the current import, mark them as inactive.

How are imported records are displayed in ParentPaperwork?

Records that have been created via import are shown in ParentPaperwork with an icon and the text ‘Imported Record’.

Optionally, if a school chooses, we can enable a feature that warns a User attempting to edit a record with a popup message to let them know any changes they make might be overwritten by a subsequent import.

Can you prevent imported records being edited by Users?

We have a feature that can be enabled which prevents any adding or editing of Students, Student Lists and Parent Contacts by Users logged into ParentPaperwork. This was developed for schools who do not want any changes to records to be made in ParentPaperwork, rather only in the SIS and thence imported into ParentPaperwork.

Can I check if my imports are running?

When logged into ParentPaperwork click your User Name at the top right and select Integration Log. This will display a list of imports with date, source (for example your SIS) and the number of records processed.

 

Parents can now manage their ParentPaperwork forms inside Schoolbox

We are now pleased to advise ParentPaperwork is now integrated with leading Australian learning management system Schoolbox, for parents to view and complete their online forms.

Parent portals are an increasing part of a school’s technology stack, it makes sense to concentrate a parent’s online interaction with their children’s school into a single point of contact. There’s nothing calculated to drive parents up the wall more than telling them they need to register and sign into a plethora of web sites.

This is a major reason why ParentPaperwork is not a ‘destination’ for parents. They might click our online form links, but we don’t require them to create an account or sign in. Instead we see ParentPaperwork as a piece of infrastructure a school can integrate with and deploy into their existing technology stack.

Schools Love Schoolbox

Schools love Schoolbox, and we do too. It’s a fantastic Melbourne-made software-as-a-service LMS, built by a group of talented people who are determined to create the best possible set of tools for K-12 schools.

schoolbox-pp

The integration set up is simple and there is no cost to your school. Parents can click a link in the Schoolbox portal and view a history of previously submitted forms, plus complete new forms. If you have our Admin and Enrolment Forms module they can even create their own new forms.

schoolbox-pp2

A Terrific Triumvirate

Don’t forget, if you also have the Digistorm schoolAPP, ParentPaperwork integrates to that as well. It’s a fantastic triumvirate – ParentPaperwork + Schoolbox + Digistorm schoolApp. Terrific convenience for your parents, reduced workload for school staff.

Parents can now use the Digistorm schoolAPP for Schoolbox to receive and submit online forms

A key goal for us at ParentPaperwork is ensure we are a cooperative part of the education technology landscape, and a signature strategy towards that goal is promoting interoperability between ParentPaperwork and other high quality products.

Many schools in Australia, and increasingly overseas, use the Schoolbox learning management system. And many of them use the terrific Digistorm schoolAPP for Schoolbox.

We are pleased to announce that ParentPaperwork is now fully integrated with the Digistorm schoolAPP.

When a message is sent to parents advising there is a new Slip for them to complete, this is also delivered as an in-app notification to their phone. Then when they open their app they have all their childrens’ ParentPaperwork forms at their finger tips, both previously completed ones, and forms yet to the submitted.

The new Slips can be completed and submitted right there inside the app. The ease of use and convenience is fantastic.

Notifications

When a new Slip is sent  to parents, a notification will show on their phone. They can tap the notification to open the Digistorm app and complete the form.

App Menus

A new menu option is displayed in the Digistorm app.

Tapping this link will open a list of Students with a count of any outstanding Slips for each.

Tapping the name of a Student will open a list of Slips, with incomplete ones at the top (highlighted with a red dot), and completed Slips at the bottom (green dot).

Tapping a Slip name will open the online form from ParentPaperwork directly in the app browser window, so a Slip can be completed and submitted, or viewed if it has already been submitted.

There is no cost for a school to use the ParentPaperwork integration to the Digistorm schoolApp. Just contact our Support Team to arrange for the connection between ParentPaperwork and Digistorm to be configured.

 

 

 

Send Slip and Broadcast notifications to school staff members

Communication within a school is very important, to ensure activities and resources are coordinated to the best possible effect. ParentPaperwork already significantly improves the availability and sharing of information throughout a school, starting with providing an aggregated view of all the online forms and broadcasts moving between school and parents and students, plus via our approval workflows and notifications.

We’ve now added a much-requested feature – sending notifications about Slips and Broadcasts to any nominated staff member, or groups of staff.

When you set up a new Slip or Broadcast you can nominate individual staff members or groups of staff to receive a notification that the message has been sent, along with a link to view the Slip or Broadcast.

In the ‘Send copy to Users/User Groups’ field start typing the name of a User or a User Group, and select the correct one from the drop down search results.

You can choose any number of Users and/or User Groups.

Select Users or User Groups

When the Slip or Broadcast is sent out, an email notification will now also be sent to all of the Users you have selected.

Email Notifications

The link in email will open to a read only preview of the Slip or Broadcast.

preview of the Slip or Broadcast