clean data Archives - Registration Gateway
Automation, a worthwhile hassle

Automation: Is Implementation Worth the Hassle?

How much can a change in perspective affect a school district’s central office? Sounds more like life advice from Deepak Chopra than applicable guidance for running a school district. The truth is, a lot of seemingly impossible tasks have been made possible through technology and automation. The issue is that these particular tasks are regular sources of anxiety for central office and administrative personnel, and the idea of letting go of some responsibility is frankly terrifying.

A lot is at stake in a school’s central office – there are kids to worry about, parents to answer to, privacy to protect, and state and government funding to lose. Not exactly a stress-free environment. Letting go of this stress can make us feel vulnerable to error, so it’s understandable that a change in perspective about the technology-takeover is difficult to make, especially for the “digitally-challenged”.

Let’s go through some of these pain points to understand why letting go of the stress is something you can actually do in order to streamline tedious processes without error and in total compliance with state and federal laws, and yes, even with the parents.

Eliminate manual data entry for registrars during student registration.

  1. Why it Hurts: Data needs to be clean, complete, and accurate. Without perfect data, a lot can go haywire – Can you imagine not having the right contact numbers for a student in a time of emergency? Asking a school district to give up some of the control here is scary, for understandable reasons.
  2. A Change in Perspective: Get clean and complete data, with real-time flow to your SIS, by allowing the parents to enter student information and documents Type-ahead data fields prevent error by literally forcing parents to submit data in a certain manner. For instance, they must submit an actual USPS-verified address, and they must submit 2 or 3 or any number of emergency contact information as the school requires before they can complete their enrollment process. Little red asterisks can go a long way, and strictly prohibiting parents from skipping questions doesn’t hurt, either. Parents aren’t bothered by this process; they are thrilled knowing that the school district has everything they need from the guardians to keep their kids safe. They also love that they can have access to an appointment scheduler, allowing them to pick the time that works best for their own schedules.
  3. Relieve Stress, Retain Control: When setting up an online registration system, the implementation team should be responsive and willing to customize a school’s registration system to their needs. We can’t speak for anyone else, but at SRC, this is absolutely true. School districts are assured they can ask all their usual questions to make even the heaviest paper registration packets electronic. Some even choose to make the student handbook a requirement of this system, kind of like accepting the Terms and Conditions to use certain websites. Another thing to remember here is that your registrars still hold the power to review, accept, or deny any data that comes through the online registration system, making sure that incorrect data doesn’t slip through.
  4. Take a Deep Breath: Once approved by the registrar, these student enrollments are sealed, and flow directly into the Student Information System. Meaning the registrar never has to make a copy or pick up a phone to notify anyone that a new student has enrolled. Notifications are automated – everyone who needs to know, knows immediately, and is only given access to the information they are allowed to see. This is guaranteed to be in full compliance with federal laws like FERPA and HIPAA, as well as any state and local retention mandates. So YES, you can let go of this stress!

Get every document needed from parents on time, and know exactly where they are at all times.

  1. Why it hurts: This is not a new problem for school districts. Parents often forget to bring certain documents with them to their registration appointment, and those documents become harder to track down as time passes. Frequently calling and emailing parents to request these documents is urgent and important, but is annoying for both parties. In times of emergency, such as a house fire, parents usually look to the school district for copies of birth certificates and similar precious documents that may have been destroyed. This is just another reason it’s important for schools to be meticulously organized – failing to present these documents to a family in need is not only tragic for the family, it also damages the reputation of the school.
  2. A Change in Perspective: Intelligent Document Management Software. Man oh man, is that a mouthful. Basically, it refers to an incredibly intelligent electronic repository where all documents are stored in digital form. Within the repository, there are all kinds of placeholders to make sure that each document is appropriately labeled and secured, so that each document is extremely easy to retrieve – but only by permissioned users. It also refers to the means of transferring these documents into the system. Physical scanners can be linked to this repository by using a data glyph or bar code related to the individual student and document type. When the data glyph or bar code is scanned, it communicates where the document belongs to the repository and lands in the right folder and the correct document-type placeholder. So when you scan Jane Doe’s 4th quarter report card from 3rd grade, it doesn’t go anywhere except the place holder made specifically for Jane Does’s 4th quarter report card from 3rd
  3. Relieve Stress, Retain Control: So a fancy digital filing cabinet exists, how does that help a school district retrieve documents from parents? Well, there are actually a couple of ways this fancy filing cabinet can make your document dreams come true. First, parents can scan and upload these documents from home. Just like with registration data, registrars must approve and allow the submitted documents to take their place in the repository. Second, imagine the physical filing cabinet in your office calling out every missing document in every folder: Jimmy is missing his immunization record! Susie is missing her permission slip for next week’s field trip! Now imagine that physical filing cabinet pulled out a phone and texted Jimmy and Susie’s parents about their missing documents, and sent them an e-mail as well. By pulling daily reports about missing documents, and setting automated notifications to parents, you can automatically email and text parents until the document is provided. This can happen once a month, week, or every day if you like. It’s still under your control – you just don’t have to physically do it.
  4. Take a Deep Breath: This doesn’t just refer to student documents! It can handle records requests, HR documents, and essentially any other type of business process you may want to automate. Sure, the process has to be built out first – you can’t just go scanning and hoping the repository will figure it out – but there’s really no limit to what you can’t do here. And think of all the trees you can save!

Save a lot of money and time.

  1. Why it Hurts: Because DUH everyone wants to save as much money and time as they can, this isn’t news! This hurts because saving money can require doing less for your staff and student body. This hurts because spending money to save money is risky. This hurts because taking the time to fixate on the details can prevent big issues down the road.
  2. A Change in Perspective: We’ve already been through the ways you can allow staff to stop fixating on the details while still be totally compliant to legal policies and provide great communication to students and guardians. So let’s just think about the time and money it takes to make copies, deliver copies or call around the school to notify other personnel, file documents, find documents, set appointments with parents, buy stamps, lick envelopes, and mail home report cards and policy updates and permission slips, etc. Although individually these tasks can be small, they add up a lot of minutes and cents in the end.
  3. Relieve Stress, Retain Control: When your district utilizes an online enrollment system and/or an electronic document repository, you slice most minutes off of these tasks, and eliminate the printing, paper, and mailing costs that go with them. You also spend money paying your staff to have more productive workdays.
  4. Take a Deep Breath: The software we’ve been talking about isn’t exactly cheap, nor is it easy, breezy right off the bat. Staff needs to be trained on how to use it, and the implementation team on the software side basically needs as much training too, in order to deliver the best solution for the district. But is it worth the cost and the time it takes to get the software in place and the staff up to the task of using it? Absolutely. Most districts recover the cost in their first year and have exponential savings in following years. Staff members become more knowledgeable and comfortable each year, which expands the capabilities at hand. Guardians love that they no longer have to wait in long lines for their registration appointments. As taxpayers, they’re thrilled that their money was used to modernize the school district and make student information more available to them and accessible on their own time.

Going digital isn’t just possible, it’s worth it, and easy in the long run. It’s time to admit manual data entry and document retention isn’t as useful and safe as it feels, and it’s okay to upgrade! Treat yourself and your district to Intelligent Data and Document Management.

overwhelmed secretary

5 Common Errors with Manual Registration

A digital registration solution can help both parents and staff make the registration process paperless, secure, and efficient. Switching from a manual, paper-based enrollment system to an online registration solution will mitigate risks like misplaced student files and data entry errors.

Many industries have switched from analog to digital in order to save space and increase efficiency. Think about how much easier it is to find the song you want to hear now that you no longer have to go through a CD collection, input the disk into another device, and read the jewel case to find the right song. You simply search for the song within your own digital library or elsewhere online and it pops up and plays. You also don’t have to risk opening the CD case to find that the disk has gone missing, or worse, a different CD in its place. This discovery could mean the entire organization of your CD collection has been compromised. School systems and offices are now feeling a similar relief when it comes to the registration information and necessary documentation of their staff and clients.

With an online registration solution, the common errors that come with manual registration are prevented entirely.  Within a school system, the standard process of registering a child for their education has been that the parent personally fills out the forms, which are handed over to school staff in order to be manually entered into the student information system (SIS) and then filed accordingly, as well as distributed throughout the staff appropriately. A similar process also occurs when new employees are hired and have to submit the same information to the human resources department. SRC Solutions has reinvented the standard by going digital. Here are the 5 most common errors of manual registration that can be automatically corrected and prevented by utilizing a digital system. The examples given below regarding new student enrollment can also be applied to a new hire situation between the HR department and a new employee.

  1. Prevent incomplete data while increasing parent confidence.

Digital solutions actually make parents feel more involved and confident about their student’s registration, while simultaneously preventing them from making mistakes and disrupting the whole process. Normally, a parent is handed a hefty paper packet which asks all the necessary questions a school must ask in order to keep track and take care of a student. When parents fill this kind of information out on paper, it is very easy for blanks to go unfilled, either because the parent is resistant to answer or because human error permits them to skip over a question. When filling out the information online, products such as Registration Gateway make sure the parent cannot move to the next set of questions without answering absolutely everything the school considers necessary. It also prevents them from entering data in an unacceptable format. This ensures that the data flowing into the SIS is clean and complete.

  1. Prevent illegible data while saving time for staff.

Everybody’s handwriting is different, and what is legible to one person is not always legible to the next. The next step in the traditional registration process after parents fill out the paper forms, is handing over that packet to a registrar or secretary to be manually entered into the SIS. Even if your paper registration packet is only 10 pages long, and you only have 500 students in one school, you’re still depending on your staff to manually enter 5,000 pages of information, and decipher 500 different kinds of handwriting. The average manual data entry error rate for humans is 1 percent, meaning that 1 out of every 100 entries is erroneous, explained Ugerboek Software. Registration Gateway eliminates this step of the process entirely. The data flows directly from the parent portal in Registration Gateway, and, after being approved by the school, transfers directly into the SIS. This means no more translating parents’ handwriting, and no misspellings in the data as a result. It also saves hours and hours of time and redundant effort for the staff.

  1. Better control and regulate the student data.

St. Street. Str. (555)123-4567. 555-123-4567. 5551234567. There are many different modes that data can be relayed when you hand a client a pen instead of offering them options to choose from. With a digital registration process, the input of data is regulated according to the administrator’s preference. The data relating to each individual student can be managed on a grand scale to make sure that the data is logged and stored in the most consistent manner possible. This prevents problems you might not expect, such as issues with mailing addresses, contact information, and student transportation information. For example, you may think you notified every parent of a child who lives on Main St. about a situation on their children’s bus route. But if one student has their data logged differently (ex. Main Street), their parents may fail to be informed. Registration Gateway from SRC Solutions, Inc. is completely tailorable to any individual school district’s needs and preferences.

  1. Paper is vulnerable – make your data safer.

Paper is an incredibly vulnerable substance. It can burn, it can be torn, it can turn to mush during a flood, and it can be stolen or misplaced. In cases of fire or flood, school systems that rely on paper files are left without a back-up plan; the data is simply destroyed. Forest Brook High School in Houston, Texas, recently fell under fire for failing to provide student records that proved former students had been enrolled in their school, reported KHOU.com. When investigated by the Texas Education Agency, the school was also found to have student enrollment files that were completely illegible and some students even had two completely different transcripts with varying information. The TEA noted that one of the issues behind the inaccurate, poorly maintained records is the recent floods that have swept through the city, which may have destroyed many of the missing documents. Natural disasters do happen, but the threat of being handled by man is much more common issue and can even be more detrimental to school security. Storing these files electronically not only ensures safety in case of tragedies or computer malfunctions, but it also protects them from the eyes and hands that shouldn’t be handling them, as well as making sure they are constantly in the correct place and easily accessible. To give you an idea of how much time and money searching for misplaced paper documents can cost an organization, the average office spends about 8 hours performing paper management. Business offices with about 1,000 employees waste approximately $48,000 per week due to the inability to locate and deliver needed information, according to the National Association of Professional Organizers. Password protection and data encryption makes every student’s information available to the parents and the appropriate members of the staff, but secures it against privacy invasion. This also prevents infractions upon the Family Educational Rights and Privacy Act (FERPA), which mandates that schools must keep a complete, organized file for every child and protect it against privacy breaches.

  1. Ensure that parents submit all the necessary documentation and eliminate appointments with parents (or bring it down to the bare minimum)

Many documents have to be submitted to enroll a child for school before they can actually attend school and be sorted into the correct classes. Birth certificates, social security cards, proof of residence, vaccination and allergy records, and other documentation are the parent’s responsibility to provide for the school. Neglecting to bring one of the documents to the scheduled registration appointment means they have to schedule another time to come in and complete the process. With online solutions like Registration Gateway, each of these documents can be scanned by the parents on their own time, and then automatically distributed to the appropriate departments within the school. While some schools do still require an actual appointment with the parents at the end of their digital registration process, this step could theoretically be eliminated. If this is not the case for a certain school, the online registration process can ease the ability to make appointments between parents and administrators, as well as provide a way for the documentation to be submitted before the appointment date, or at the very least prepare the parents to bring all the right documents in at that time.

About Registration Gateway

The only true paperless solution of its kind, Registration Gateway streamlines student registration, re-enrollment and information tracking into a simple, intuitive process. By digitizing and automatically integrating data into existing student information systems, Registration Gateway saves money, increases compliance, mitigates legal and disaster risk and creates new funding opportunities. To read more, click here.

Innovations at Morton Grove School District 70 (IL) allow for better communication between school and student families.

Registration Gateway by SRC Solutions, Inc. creates a seamless portal for information transactions between school district and guardians.

At Morton Grove School District 70, located just north of Chicago, Illinois, personalizing the educational experience of each student and their families through digital approaches is not uncommon. For just one example of this, Assistant Principal Jennifer Kiedaisch appears in videos on the school districts Anti-Bullying page, in which she outlines bullying protocol, prevention and reporting guidelines for both parents and students. Recently, the small school district, which caters to roughly 900 students, has welcomed another digital approach: this time catering to student enrollment.

Using Registration Gateway, the school district website provides two separate portals for parents to register their children for school: New Students, and Returning Students. From these portals, parents can enter all of their student’s necessary registration information from the comfort of their own homes. There are many advantages to parent-conducted data entry, on both sides of the portal. According to Alana McCloskey, Morton Grove SD70’s Administrative Assistant, “There is less of a chance for data entry error when the parent completes the information and it is verified by the registrar in less than 15 minutes.”

McCloskey’s favorite benefit from Registration Gateway utilization is the amount of time that it saves her and the rest of the staff during student enrollment season. “It used to take me days to enter all of the information for our incoming kindergarten students. Many hours of time is saved by having the parents do all of the data entry.” While 900 students doesn’t make Morton Grove SD70 a large district, 900 different registration installments certainly takes a long time the old-fashioned way. After commissioning Registration Gateway, new student, kindergarten and otherwise, as well as returning student registration, was done 100% through the digital portals. “I probably spent about 30-40minutes completing a single student’s registration.” Considering Morton Grove sees about 140 new student registrations a year, we can deduce that McCloskey has saved about 82 hours of manual data entry with Registration Gateway.

Says McCloskey, “After review, the file is sealed and all information is effortlessly moved over to PowerSchool. All information is stored in one easily accessible location.” Registration Gateway effectively organizes and then permanently stores the data within the password-protected system. This ensures data and document safety against natural disaster, becoming lost to the office, misfiling, and theft. Based on her testimony, and the affirmation of many other customers, which can be read by clicking here, Registration Gateway has proved itself trustworthy in this process. It meticulously handles the student files and catalogs them correctly within PowerSchool, as well as makes each file instantaneously reachable.

“Going forward, Morton Grove will see a high ROI in many different forms: cutting the costs of paper supplies, and being a more productive team by reducing the amount of menial tasks that need to be completed like data entry,” stated Patrick Maher, CEO of SRC Solutions, Inc. They’ve always been the type to work smarter, not faster, which is exactly why we knew a partnership between their district and SRC Solutions would be an advantageous one.”

About SRC Solutions, Inc.
SRC Solutions’ flagship product Registration Gateway has had a long and successful partnership with K12 school districts. Being a technology leader is nothing new to SRC Solutions. Going all the way back to 2008, Registration Gateway was one of the first Online Enrollment solutions to offer real-time data integration to Student Information Systems.

Portland Public Schools deploys Registration Gateway Online Enrollment integrated with the Aspen Student Information System to achieve cost savings and efficiency

Portland Public Schools combats budget cuts with innovative online solutions.

Portland Public Schools has many goals to achieve success for their student. One of those goals is define and implement a comprehensive district-wide communication plan. One of the tenets of this plan is to refine and implement a district-wide communication plan including stakeholder involvement in the development of protocols and practices.

When faced with a reduction of secretarial staff over the summer, Holly Russo, Registrar at Portland had to come up with a plan. Russo partnered with Registration Gateway from SRC Solutions to refine and implement a new student registration process throughout the district, including information intake from parents, data integration into the Aspen Student Information System, and instant information access to district stakeholders.

“Shifts in staffing are a never ending battle for many of our school district partners and Portland is no different. School districts across the country are achieving tremendous return on investment and positive parent/district communication with Registration Gateway,” said Patrick Maher, CEO of SRC Solutions.

“Portland Public Schools has become more efficient in many ways. First, data entry for students will be consistent across the board. Registration Gateway allows me to complete a new student registration in half the time. The returning student site will eliminate the tedious steps that each school does now sifting through emergency cards reviewing data that needs to be updated. This process will be smoother and create an accurate student information system.”

-Holly Russo, Registrar of Portland Public Schools

Parent acceptance to a new process is key to success. Without parent adoption and support, the project may have a rocky start. Holly is happy to report that parents have been great about using Registration Gateway, as parents have experienced no issues.

“For new students, Registration Gateway is mandatory for enrollment. Parents have found the process easier than hand-written registration. We have completely eliminated the need for parents to fill out paper forms as well as ensuring parents entering the schools reside in the district through Registration Gateway’s Address Look-Up feature,” said Russo.

About SRC Solutions, Inc. | registrationgateway.com

SRC Solutions’ flagship product Registration Gateway has had a long and successful partnership with K12 school districts. Being a technology leader is nothing new to SRC Solutions. Going all the way back to 2008, Registration Gateway was one of the first Online Enrollment solutions to offer real-time data integration to Student Information Systems and integrated document scanning and management.

What does your school look like when the dust settles?

Let’s face it – going back to school is a drag for everyone involved. Kids whine, parents have to replace all the outgrown school clothes and fill out all the paperwork, but the school staff have it worst of all – they’re left with the kids still sluggishly getting back into their school routine AND the mass amounts of documentation that comes with them. Registration packets may seem easy from the parents’ point of view, but registrars must tap into their inner cryptologists to decipher thousands of different handwritings, make calls to summon parents who left blanks in their paperwork, and then delegate all the paperwork to the proper person or file without losing a single sheet of paper. And that’s not even the half of it.

For most school districts, school choice is decided by a complicated set of factors, not just the potential students’ residential addresses. Economic status, special or gifted education needs, older siblings already assigned to a specific building – all these reasons and more can be used to assign students to the proper building within a district. This can be a slow, tedious, error-riddled process during registration time, because secretaries and registrars must work as fast as possible to make sure every student has a seat in their school on the quickly approaching first day. Throw in all the parents who register their kids on the last acceptable day and you’ve got utter chaos.

Once the registration information has been given and the students have been delegated to their proper buildings, those enrollment documents still have a long way to go before they can rest in their folders back in the main office. Copies of medical information must be made for the nurse, who must then relay health information to cafeteria staff, athletic staff, and to specific teachers. Address information must be given to transportation, and bus routes must be made quickly and with the utmost efficiency. Teachers and aides must be given student information pertaining to any specific needs of the children under their supervision.

After the chaos of registration is over, and all the students have a seat on their bus, in their classroom, and away from any allergens in the lunchroom, the documents must be sorted into their proper homes, usually within large file cabinets near the secretary (who may be looking a little too weary for just the first day of school).

Intervention Time.

Schools using a paper-based system have become very used to the whirlwind of tasks that comes right before the onset of a new school year, but there will always be mistakes. Parents will always leave blanks on forms, secretaries will always make typos when translating parent handwriting, and paper will always tear or go missing.

So it’s time for an intervention. It’s 2016 – it’s time to go digital. There are now highly sophisticated software solutions that allow technology to handle all student data from registration information, to automation of school choice decisions, to storage of student information in an easily accessible yet intensely secure digital warehouse.

It’s too accessible and secure not to switch to digital document storing, just ask the East Baton Rouge School Parish System, who just last year had a case of confidential student files stolenby an employee and hidden for over a year – some files are still missing. It’s too inconvenient for staff not to allow parents to register their children for school online (and the parents won’t complain, either), just ask the registration staff from Millburn Township Public Schools, who have eliminated months of staff effort and manual data entry in preparing for student registration by implementing Registration Gateway. It’s too simple and honest not to ensure the fairness and equality of a school lottery process using technology, just ask the American Civil Liberties Union of Southern California and Public Advocates, who just this month have flagged 253 charter schools for using discriminatory admissions processes.

How can software solutions help with these processes?

Online portals can allow parents to enter registration information, including school choice preferences, which immediately becomes available for review by the secretary at the office. With thorough digital processes, parents cannot move on to the next phase of registration without filling in all information deemed necessary by the school. Handbooks can even be scanned and made available during this process, saving a few trees and ensuring that parents must go through every page and accept the school’s terms and conditions. This saves a ton of money in paper and printing costs for school districts and simultaneously gathers the signed contracts from the parents. This is just one example of the flexibility of new digital record technology. What sets certain solutions apart from cookie-cutter digital forms is whether or not this information can flow directly into the SIS.

As aforementioned, each school district has a unique way of setting the rules for their student lottery. This may be to ensure that bus routes are as efficient as possible, or to make sure that each building within a district has the same amount of students receiving free and reduced lunch. School choice automating software uses algorithms to take a district’s specific rules and apply them fairly to students entering the lottery. It assigns a “weight” to each student measured by the factors determined by the school, and this allows the system to decide in which building the student should be assigned. This prevents parents from crying foul play if their child doesn’t get their first choice. It also prevents school personnel from tampering with the fairness of the process.

Finally, record-keeping software can provide a digital warehouse where each student’s file lives – saving a lot of space in the office previously inhabited by filing cabinets. It stores every document within the system, from the photocopy of the guardian’s ID card to the photo waiver that needs signing in order to take pictures of the kids during school. In short, every piece of data that has been in paper form – report cards, detention slips, hearing and vision tests – can now be stored online. This means that piece of paper with Johnny’s allergies – the one that went from doctor to parent to secretary to school nurse to cafeteria staff to teacher and back to the file – has simply been online the whole time. No photocopying, no lost documents, no liability.

There are a thousand reasons to go digital, but only one solution to all these issues – and that would be the Gateway Suite.

How digitizing student records generates high ROI

Going paperless and digitizing your school solutions will help your district save money in a number of ways, from reducing paper costs to enhancing staff productivity. With online solutions, your school district gets the most out of its funding for staff salaries. Your employees will have more time to focus on important tasks and spend less of their work days on tedious paper-based administrative processes.

Here are few ways your school’s return on investment will increase when you go paperless with online school software:

1. No more expensive paper costs
According to Edutopia, schools that eliminate paper-based processes can save up to $250,000 per year on printing and mailing supplies alone. Another factor to keep in mind is that leasing a high-quality printer can cost over $30,000 per year. If a smaller-sized school was to rely less on paper, printing and mailing to complete enrollment, scheduling and file sharing, it could save as much as $80,000 each year.

Digitizing your student records with a solution like SRC Solution’s Registration Gateway is a simple process, as all of the data will automatically be integrated into your existing student information systems.

2. Make the most of your team’s time
The average human data entry error rate is about 1 percent, according to recent research. This is an issue for many office environments, as 65 percent of U.S. organizations cite human error as the main cause of data problems. Automating processes such as enrollment, sending mail to parents’ addresses, and updating student documents reduces the likelihood of these common input errors. There’s no need to physically do tasks like transferring data from paper to online forms, a process that tends to open up more room for costly data entry errors. A lot of time and money is spent going through files to fix these mistakes.

Digitizing student records reduces the number of time-consuming paper-based tasks your staff must handle on a daily basis.Digitizing student records reduces the number of time-consuming paper-based tasks your staff must handle on a daily basis.

By automating workflows with features like online document sharing, you reduce the time usually dedicated to mailing student forms and allow the current employees to handle all of the school’s responsibilities rather than hire additional staff.

3. Increased compliance
With features like enhanced data and document permissions, digital solutions mitigate your schools’ risk of fines and penalties that result from failing to adhere to federal compliance standards like FERPA and NCLB. In fact, the Center on Education Policy reported that an estimated 48 percent of U.S. public schools did not make AYP (adequate yearly progress) as a part of NCLB in 2011. When schools fail to comply to NCLB and other federal standards, they put themselves at risk of losing government funding.

4. Eliminate costly address fraud
Throughout the U.S., many rural school districts have fraudulent addresses linked to up to 10 percent of their student populations. This ends up costing schools millions. For example, Fraud magazine explained that if only 1 percent of the 350,000 charter school students in the Washington D.C. district are illegally enrolled, unecessary costs could reach more than $5 million a year. Online solutions like the Address Purification Gateway automatically identify fraudulent addresses, saving schools millions.

How paperless solutions can help fix common problems within the US education system

Schools throughout the U.S. education system face common challenges that interfere with the quality of student learning. Online systems designed to enhance tasks like conference scheduling and organizing student cumulative folders can help schools reduce the impact of these issues. Here are two obstacles that paperless solutions can help schools overcome:

Poor parent involvement 
According to the Center for Public Education, research has shown that an estimated two-thirds of teachers believe their students would do better academically if their parents were more involved in their children’s education. Meanwhile, 72 percent of parents agreed that students with uninvolved parents were far more likely to “fall through the cracks” in school, as students with more attentive parents often receive the most attention from teachers.

Students whose parents are more involved in their education do better academically. Students whose parents are more involved in their education often do better academically.

School solutions can enhance parent involvement by making important student documents digitally accessible. Systems like SRC Solution’s Central Records Gateway offer parent-sharing features so they can log in from home and have updated documents like progress reports and behavioral assessments at their fingertips.

Automated conference scheduling systems, such as SRC Solution’s Conference Gateway, also increase parent participation in parent-teacher meetings, enabling parents to conveniently select an open meeting time online. This encourages parents to attend parent-teacher conferences, as it allows them to work around their own schedule and more efficiently plan ahead. They can also note specific questions or topics they want to discuss at the meeting so that the staff can better prepare beforehand and truly personalize and improve the quality of their parent-teacher relationships. This is important, as the National Education Association explained that only 48 percent of parents feel teachers hold efficient conferences, so detailing discussion points ahead of time can drastically improve the outcomes of meetings.

Lack of funding 
The Atlantic noted that recent reports have shown schools across the U.S. are expected to do more for their students with increasingly less government funding as the years go on. This has put a lot of pressure on schools to reserve the money they do have for important student programs and other essential needs. Going paperless can assist districts in cutting back on yearly expenses. According to Aiim Community, most organizations that do away with paper-based workflows save over $500 per person each year in supplies like ink, paper and printers.

Address fraud is another common issue experienced by K-12 districts that ends up taking key funding away from schools. If it goes unnoticed, address fraud can cost schools millions each year. For example, The Hechinger Report explained that schools in Beverly Hills, California – which deal with at least one case of registration fraud each month – are charging parents with $150 for every day that their child was enrolled illegally in their schools, as they believe this is a fair equivalent of the funding they lost as a result. SRC Solution’s Address Purification Gateway automates the process of identifying falsified addresses to ensure your district’s money is spent properly and residential students are receiving the education they deserve.

Registration Gateway