Blackbaud K-12 User Conference Breakout Sessions School Forms 101 - Susan Morgan & Jill Atkinson, Shore Country Day School

2. School Forms 101
STREAMLINE YOUR SCHOOL

3. The Big Picture
Why we chose to be a part of the
School Forms EAP

4. Shore’s Admissions Processing

5. Shore’s Current Environment
• onBoard implementation with Admissions
• Since 2008, we have been using a combination of tools
for Inquiry, Application, and Registration using Infosnap
online forms which feed into Blackbaud’s Admissions
Office
• onBoard will be ready for Academic Year 2015-16 so we
are moving away from old process completely
• Pre-planning for end of year Registration update - we
need a new way to collect student/family data

6. Success with onMessage and onRecord lead the way in
the evolution away from paper-intensive processes to self-
managed online data delivery and collection

7. Shore’s Current Environment
• onMessage and onRecord
• Using Event Registrations for a wide variety of events,
Giving Forms, and Custom Forms have all been the
preferred method of interacting with our constituents
• Delivering online Report Cards and Comments provided
a seamless transition from the paper-intensive process
making not only our parents happy but our
Administrative Staff were thrilled as we transitioned
from Registrar’s Office

8. Prior participation in EAPs

9. Shore’s Current Environment
• Prior successful participation in EAP programs
• We knew we could provide valuable test-cases and be
able to impact the direction of the product
• MyShore 2.0 was a mid-year all-in when we participated
in the EAP for the APP platform. Our teachers, students,
and parents all rallied around the new interface
allowing us to provide a continuous stream of robust
feedback to WH

10. Perfect Timing!

11. Time for Change!
• Review, revise, improve
• Early in the Spring is a great time to look at processes
with a fresh eye to determine what the new year
requirements will be
• Piles of paper from the start of school this year are still
growing….
• Jill needed to sink her teeth into something new!

12. The Meat of the Sandwich
Our process for building forms

13. Brain Dump

14. Legal Eagles

15. • Did it work the way they wanted?
• Did it gather the info they needed?
• How would we share supplemental
materials?
• How would we communicate when
form was made active?
• How would they keep track of who
had filled out the form?
• How would they mine the data
received from the form?
• How would they store the form after
it was completed?
An organized Marilyn is a
happy Marilyn.
We wanted a happy
Marilyn.
We asked each office:

16. Once a form was “OK’ed”...
this button was my best friend.

17. “What do you think of this email?”
?

18. Happy Marilyn.

19. The Cherry on Top
Bonus things that happened while
creating lots of forms

20. View Form

21. Full Circle
Feedback from our
Form Users & Managers

22. Shore Usability Testing
Happy Parents
Myriam: “Dear Ben and Marilyn, At last. Thank you SO MUCH. This makes all our
lives so much easier. Gifford and I will address this weekend. Many thanks,”
Daphne: Mom of rising 6th grader
• It’s all about the communication!
• Email simplifying the process of completing all forms at once:
• Master Field Trip form for Grade 6 students
• Sports and Drama Selection process
• Sports Risk Warning Statement
• It’s all about the coordination!
• Division Head and Athletic Director speaking to parents and students
about the upcoming sports selection process
• It’s all about the timing!
• Big win simplifying process during busy end of year!

23. Shore Usability Testing
Happy Managers
Feedback from Marilyn
• Overall, Marilyn feels that the process went much quicker. She had to chase less
people to get a response. However, it is very hard to find these stragglers once
they leave campus. This could be an activation date issue – maybe earlier is
better. However, it will be good to get the ability to more easily contact overdue
recipients.
• She felt a little less on top of the stragglers than in previous years due to a lack
of paper forms being handed to her. The physicality of the piece of paper or
stacks of paper helped her keep better track of missing families. That is a
workflow issue that we agree can be solved in other ways.
• “Parents are so used to us sending them information via MyShore that this was
a very easy change. They are always on their computers, it was simple for them
to just fill out the form when they got the email. They were also very happy that
they could be allowed to resubmit a form. I was happy with how easy that was,
too!”

24. The Next Steps
What SHOULD we do next?
What are YOU doing?

25. More Forms...
What SHOULD we do next?
• Shore Safari Family Camp
• Shore Ski weekend
• Independent Study
• Acceptable Use Policy?
• Employee Profile Updates?
• Employee Exercise Room
Risk Release
• Conflict of Interest form
(BOT)
• Confidentiality Form for
Parent Volunteers (for
Advancement)

26. What happens next year?
• Teach our form
owners/managers to
create their own
forms
• we created them
the first time
• they will rollover
and tweak in
subsequent years.
• Work with outside
venues (such as
camping trip sites) to
accept our online
forms?

27. Annual Registration
• Student User Profile Update
• Demographics
• Student Photo Release:
• Custom user-defined
fields?
• New User Management
field?
• Household Profile Update
• Business
• Education
• Siblings & Grandparents too!

28. What are YOU doing?