E-Forms for K-12 School Districts

February 18th, 2016 | Posted by Kevin Corley in Business Process Automation | Document and Information Capture | Document Scanning

Did you know that processing paper forms costs an average of $7.40 per form?

According to AIIM (Association for Information and Image Management) in their whitepaper Process-Critical Forms and the Mobile Workforce – Making The Digital Savings: he average cost to print, distribute, mail, collect, and sort a paper form is $4.56 and the average cost to prep, scan, index, and apply quality control to a paper form if $2.84.

How many paper forms does your school district process each year?

Paper Forms are Pervasive

K-12 School District E-FormsSchool districts still suffer from having to capture information with a litany of paper forms:

  • Enrollment and student services
  • Student emergency information
  • Authorization to give medication
  • School Personnel Health Record
  • HR and job applications
  • Finance and administration
  • Many more…

Optimized E-Forms Processing

Electronic Forms (e-forms) represent a modern data collection tool that offers five major benefits:

  1. The ability to capture data and legally binding electronic signatures without the paper
  2. The person best suited to fill out the form is the same one that enters the information, resulting in far greater accuracy and dramatically reducing processing costs
  3. You save approximately $7.40 per paper form that you process today
  4. E-forms can be easily created in Word by school staff members without needing programming experience
  5. E-form updates can be made and rolled out district-wide quickly

Next Step: Paper Forms Audit

Image One has extensive e-forms experience in working with schools districts of all sizes including one of the largest school districts in the country. If you’re interested in learning more, we can conduct a paper forms audit. The audit includes taking an inventory of all of your paper forms and estimating how much time can be saved with e-forms so that a cost justification can be made.

Contact us today to learn more about e-forms for school districts

Paper Forms We Convert into E-Forms

Admissions

  • Appropriate Use – K-12
  • Authorization to Give Medication
  • Checklist for Building – elementary only
  • Enrollment/Application Form
  • Emergency Contact
  • Free and Reduced Lunch Form
  • Immunization Reporting Form
  • Insurance Card – accident insurance
  • New Student Information
  • Yearly Student Update Information
  • Parental Registration Statement – high school
  • Publicity Form – elementary – check for MS and HS
  • Registration Checklist
  • Request a Password
  • Weapons Violent Statement

Registrar

  • Change of Address
  • Records Request
  • Transfer Request Form – incoming student (inter-district/out-of-district)
  • Transfer Request Form – “Pupil Transfer and Request” Outgoing student (inter-district/out-of-district)
  • Transcript Request

Finance

  • Budget Transfer
  • Change Order
  • Purchase Order
  • Requisition

HR & Payroll

  • 1099
  • Application for Service Staff Employment
  • Course Pre-Approval Request
  • Direct Deposit
  • Employee Change of Status
  • Employee Health Record Form
  • Employee T&E
  • Extracurricular Activity
  • FTE Approval Form
  • HR Applicant Form
  • I-9
  • Insurance Forms
  • Payroll Distribution
  • Personnel Action Form
  • Policies
  • Request for Criminal Record Check
  • School Personnel Health Record
  • Teacher Application
  • Time off/Leave Request
  • Tuition Reimbursement
  • W-4
  • W-2
  • Workers compensation

Other

  • Manila Card – parent conference info
  • Cumulative Card

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