The School Forms Module expands the Parent Slips module to encompass a wide range of forms within your school.
The forms can be created by staff, parents and even prospective parents; they can relate to a student, or be purely administrative. Forms can move through approval workflows, and notifications to relevant staff and parents can be automatically triggered during the workflow process.
Staff can initiate a form for one or more students, enter information and then optionally send to parents for additional information or acknowledgement. Perfect for incident reports; disciplinary reports; and many more.
Parents can create new forms to send to school, for their current students or a new child. Great examples are Leave of Absence requests; and advising of issues for discussion during forthcoming parent/teacher meetings.
All the School Forms templates have unique URLs you can pass onto people outside the school. When clicked the visitor can create a new parent log in, a student record and complete and submit the form. Ideal for registrations of interest for a place; enrolment information and more.
The original Parent Slip Form Template type is augmented by four others:
|School Form for Student, no Parent Response
||Form created by User sent to Parent referencing a Student, no Parent response required
||Discipline report; uniform report; incident report.
|School Form for Student, with Parent Response
||Form created by User sent to Parent referencing a Student, with Parent response
||As above but a response or acknowledgment is also required back from the Parent.
|Parent Initiated Form for Student
||Form created by Parent sent to School referencing a Student
||An existing parent could fill out a Sick Note, or a Leave of Absence.
|School Staff Form no Student
||Form created by Staff member sent to School
||A Form completed by a staff member not relevant to a Student. Examples include a PD Request; a Leave/Vacation Request.
All the School Forms templates have unique URLs, that allow people outside your school to create a Form from the Template. You can email the URLs or post them on your web site. For example, you could display the URL on the public areas of your website for prospective parents to complete a Registration of Interest for a place. Or within your private Parent Portal for existing parents to complete a sick note or apply for a leave of absence. If the person completing the Form is not already a Parent Contact in ParentPaperwork they will be asked to create a sign in, and enter the parent and student details.
When someone clicks on the URL they are given the choice to Create a New Account or Sign In.
A person who is not yet a parent at the School can create a new sign in – they could be a prospective parent filling out an enquiry or registration of interest for a place.
And then enter the details of their Student, after which they can complete and submit the online form.
Existing Parent Contact
If someone clicks the URL who is an existing Parent they can Sign In. If they do not already have a password, they will be asked to create one. They must use Two Factor Authentication, with a code number sent to their mobile phone, in order to create the password.
If your school uses the Two Factor Authentication option already, then your Parents can sign in using their email address and the password they previously created.
Parent Sign In – My Forms
When a parent signs in they can access their My Forms page. From this page they can initiate new Forms, complete outstanding Forms, and view a complete history of all Forms for their children.
Any outstanding Parent Slips requiring their attention are clearly highlighted at the top of the page.
Parents can view any Form related to their children by clicking through from the list.
Whilst using online forms to capture data is clearly very efficient and a big time and labour saver, sometimes at the end of the day some forms need to be available in the prescribed format for a school’s auspicing body – a state education office; a Catholic CEO – and so the data from School Forms can be easily rendered into PDFs.
Each Form Template can have one or more PDF forms associated.
The fields on the Form Template are mapped to the fields on the PDF.
You can then export a School Form to a new PDF file with the various data elements merged into the PDF.
Staff Create Forms for Students
Staff members can create Forms relating to Students, which may or may not require information or acknowledgement from their Parents. Staff can initiate a new Form from the Dashboard, or by clicking School Forms on the main menu.
One or more Students can be selected and allocated, so the Form could apply to one student, or to a small group.
If the Form Template requires a response from Parents, then once the Staff member has completed the Form it will be sent to the relevant Parents to complete and return their response.
Staff Create Forms
Some Staff Forms will not relate to Students – these could be Professional Learning Requests; Leave/Vacation Requests or other internal administration forms.
A Form can move through a workflow, with multiple approvals, including sending a notification to nominated staff, perhaps once the Form is complete.
For more information, or a demonstration of the ParentPaperwork platform, please contact us.