December 1, 2017 Advice

Taking Control of Dismissal Changes – Part One

How is a parent’s end of day dismissal changes for their child regulated on a daily basis? On an average, a school with 400 students receives a total of up to 40-50 change requests via emails or phone calls to the front desk or to the individual teachers every day.

Children standing outside of a school bus.

As we are approaching 2018, schools are still using the same labor-intensive method to communicate a schedule change from a parent to the child or teacher. This two-part article will go over safety objectives and key areas where PikMyKid’s Schedule Change Calendar is beneficial in increasing school accountability, safety, communication and teachers’ time.

Introduction

A student schedule change management program streamlines many aspects of operations the front office and teachers are responsible for. With a program that is as easy as accessing email, school staff and teachers now have one less thing to worry about. Workflow usually starts with a call or an email to the school. The school then needs to verify the person making the phone call, has permission to make changes to the student’s account. Once verified, the assistant sends a note to that child’s teacher by a runner or email. Finally, the teacher and child are made aware of the change.

This communication can happen at the beginning of the day; allowing the child to forget as the day goes on or even worse, last minute changes right before the final bell rings!
The room for error is astronomical when a child’s safety is put at risk. Unfortunately, forgetfulness or last-minute changes happens in the majority of schools today. Since technology is readily available it should be utilized to make schools safer and run more efficiently.

Student Schedule Change Management: An Overview

Throughout a single school day, a parent can make many different changes for their child. These may include pick-up mode changes, delegation requests, absentee notifications, early release requests, after-school program changes etc…

Children walking home from school

In the 21st century, there is no longer a need for a parent to call the school when the school has a schedule change manager in place. As parents easily delegate a new guardian for specific days, the school will receive instant notifications.

Digital Calendar

Having a digital calendar for each child in which a parent and school can manage, makes it a lot easier for everyone. Recurring changes saves time so that a parent doesn’t need to resubmit a change weekly or biweekly. Biweekly or monthly events can get confusing at times, and this automation keeps everything flawlessly organized.

Delegation Requests

Delegation requests are one of the most common changes a parent can make. A delegation could be anything from an approved guardian picking up, or changing the primary dismissal mode to the car-line, bus, walker or after school. For example, parents make a change on their app to say their child is carpooling with a friend or going home with grandma. All parents have to do is add the delegate’s name and mobile number and they are connected through a secure portal to the correct child.

Just as simple as delegating a new guardian, the parent can change the mode of dismissal. If a parent knows they are going to be late or is going to miss car-line, they can send their child to an after-school program to be picked up later. PikMyKid added the option for parents to mark students absent or early release. With this quick validated process, there is no longer a need for handwritten notes because the parent can communicate why their student is out of school directly through their app.

Stressed business lady with sticky notes.

On the school’s end, the front office has real-time notifications regarding every change. Teachers also have the ability to look at all the changes made for their classroom in their school dashboard.

Now that we have an idea of what student schedule change management is and how that process works, part two will explore the system’s beneficial characteristics and problems and solutions of real-world examples.


Andrew Phillips

School Safety Consultant

Andrew is a graduate from the University of Florida, with a degree in Communication and Leadership Development. He has experience working as an Account Executive for schools, healthcare and other government entities. He is passionate about learning about global sustainability and ways technology can prepare us for the future. In his free time he enjoys rooting for his favorite Florida sports teams.

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