How a school district transformed its manual, paper-based Kindergarten registration process – by deploying a seamless digital-only workflow – to enable self-service, contact-free registration all year round.
A School District Case Study:
Automating Kindergarten Registration
Maury County School District
Superintendent for Maury County School District in Tennessee, Dr Christopher Marczak, embraces the 24/7 nature of his job. He’s always thinking about better ways to connect Maury County’s school communities and improve access to education for its 13,000+ students across its 21 schools. Dr Marczak looks for innovative, technology-driven solutions to achieve those outcomes.
In 2017, he partnered with Operoo and its School Productivity and Process Automation Platform as part of the district’s Digital Integration Plan for Learning on Mobile and Accessibility (DIPLOMA). This enabled Maury County to digitize the distribution and collection of permission slips for its district-wide student laptop program, eliminating 36,000 paper forms from just one process – and a lot of stress and inefficiency – for parents and school staff alike. Since then, the Operoo – Maury County partnership has deepened, enabling the district to digitize and streamline other day-to-day tasks and workflows in a consistent manner across its schools.
When the Coronavirus Crisis hit, Dr Marczak knew Maury County’s traditional paper-based registration process for incoming Kindergarten and Pre-Kindergarten students wasn’t viable. Instead, he pushed Operoo to develop an industry leading, 100 percent digital, solution that would make Pre-K – K registration in Maury County a breeze – throughout the COVID-19 pandemic and beyond.
“We’ve already had 326 registrations for Kindergarten and 124 registrations for Pre-Kindergarten. If we weren’t using Operoo, that number would be zero.“
Dr Christopher Marczak, Superintendent
Maury County School District, Tennessee
The Wasted Millions on US Student Registration
It’s time to digitize, streamline and automate
The tip of a very expensive iceberg
Traditional, resource-intensive student registration takes hours to complete, sheet after sheet of paper, and a huge team of teachers and administrators, which all costs money. Estimates indicate that the average US school spends a staggering $45,017 on the administrative costs associated with processing just the paper-based elements of student registration applications each year.
But, this is just the tip of a very expensive iceberg. We have not included costs that derive from chasing down child information from parents, communicating with pre-registered families, manual data entry and management, student on-boarding, or the many other activities associated with the registration process.
Then, there’s the year-round costs of inefficient paper-based student, staff and parent processes.
Beyond Student Registration
Did you know that the average US school spends over $70,000
on processing paper forms throughout the school year?
Digitizing and automating school forms and workflows ensures you’re not wasting limited budgets on repetitive, manual tasks.
6 Ways to Transform Your Student Registration and Onboarding Processes with Operoo
With Operoo, you can digitize and automate your school’s most important registration and onboarding processes: From the all-important distribution and collection of forms, manual data wrangling and communicating with prospective families, to on-boarding new and returning students.
1. All your registration and school forms ready-to-go
Digitally distribute and collect all required forms, with Operoo’s ready-to-send pre-built forms.
2. Automated tracking and reminders
Don’t waste effort calling and emailing parents over unreturned forms. Track response rates and let Operoo do the chasing for you.
3. Get more responses in less time with multilingual & mobile access
Empower parents to complete forms using their language and device of their choice.
4. Seamlessly communicate with pre-admitted and existing families
Send automated, group and personalized digital communications to parents of pre-admitted students with zero manual effort.
5. Eliminate data double-handling with PDF mapping
Automatically map Operoo forms to official DOE PDF form templates. Stop asking parents to fill out the same forms come September.
6. Trigger all new student on-boarding requests upon enrolment
Operoo will programmatically trigger all new student on-boarding requests upon enrolment, removing student registration bottlenecks.
Additional Operoo Workflows
Eliminate paper and manage your school digitally
Operoo can be used to streamline all your routine operational tasks, with automated workflows for parents, staff, students and payments.
Bring your student registration process, and all your day-to-day school tasks and workflows, into the digital age.
Media Consent Form
Field Trip Permission Slips
Lost Metro Cards
Parent Teacher Conference Registration
After School Program Registration
Cell Phone Contracts
Student Parent Handbooks
PSAL Athletic Forms
Parent Opt Out Forms
Parent Consent Forms
Proof of Residency
Teacher Observation Selection
Personal Time Off
Personal Emergency Contact Card
Technology Repair Request
Teacher Preference Sheets
Receipt of Chancellor’s Regulations
Circular 6 Request
Professional Development Tracker
Trip Plan Approval
Teacher Self Reflection
Laptop Cart Management
1 to 1 Device Initiative
Copy Center Request
Student Sign Ups
Field Trip Payment Management
Shopping Cart Purchasing
Locker & Gym Uniforms
AP Exam Payment
Books and Supplies
Expressions of Interest
Open House Registrations
Uniform Purchase Requests