Does student recordkeeping have you flustered?
During the last years of high school, parents rush to gather records needed for their student's future since colleges and universities require official student records as a part of admission applications.
Student recordkeeping isn't that difficult, but it does require consistent archiving and discipline on both you and your student's part. If you have an online student, recordkeeping is likely already part of your routine, as at-home students often submit records annually based on their particular state's law.
Are visions of hundreds of papers floating through your head? Relax. Here's a parent's survival guide to student recordkeeping that will help eliminate that mad rush for document gathering during your student's senior year:
Begin recordkeeping early. Although high school years are the most important to colleges, records from middle school and earlier help give parents, teachers, and future colleges a better picture of student ability.
Have one location for records. Whether it's a file folder, a digital file, or a physical binder or portfolio, have one (we repeat, one) central location for all your student's records.
Record with the correct documents. Record what is required but also what is needed by your high schooler upon graduation. Here are some general items to include:
- Grade reports and transcripts
- Medical records
- Important teacher letters on student achievement
- Attendance reports
- Major projects and samples of student progress
- Special awards or accomplishments
- Any other documents required by state law
Some parents make the mistake of turning recordkeeping into memory keeping. There's no need to save every piece of student work. Keep only the records needed for the future. If you want to keep more sentimental items like photos, lists, or personal notes, keep them in a separate portfolio.
Record consistently. It's so easy to fall behind and let important documents fall through the cracks. Having a scheduled time to go through student records helps keep it a priority in your life. You can record items as you receive them or set up a time to go through them monthly or quarterly. Either way, having a disciplined time is vital to consistent archiving.
Get documents when switching schools. Chances are your student will change schools at least a couple times through his K-12 school years. Every time you switch a school, make sure your student receives the correct records needed (both for your student's future K-12 school and for your recordkeeping file).
Involve your student in recordkeeping. Going through records together not only helps keep both of you up to date on progress and important academic achievements, it also teaches your student organization skills he'll need in the future, along with the responsibility of choosing the correct documents to record.
Communicate regularly with teachers. As your student's teachers keep the majority of your student's grades and other important records, it's necessary for parents and teachers to be in consistent contact so correct documents are kept and archived.
What tips do you have for other parents for student recordkeeping? Share with us!