Managing the paperwork is one of the toughest things a new teacher has to learn the first couple of years in the classroom. Memos, directives, staff development forms, student forms, work requests, and general FYI papers can really accumulate if they are not organized and handled with efficiency. This doesn't even take into account the additional student work that must be graded, recorded, and passed back to students.
Below are some tips to help you keep up with all of this paperwork!
As soon as you check your box in the teacher's lounge or office area, prioritize your mail. Place the high priority items that need an immediate response in front and the items that don't need immediate attention (such as magazines or catalogs) in the back of the pile.
If someone requests a written response from you, immediately jot your response and put it in their box. Don't wait until you are back in your classroom before answering the message. Chances are it will sit on your desk for a week before getting back to the other person.
As soon as you get back to your classroom, go through your mail before doing anything else.
After reading a memo, write down important dates and times on your desk calendar (be sure to include a few specifics as well as the contact person). Then throw the memo away or file it in your teacher binder (chronologically for easy reference). Don't let it sit on your desk or in your calendar.
Go ahead and fill out administrative forms (recommendations, referrals, work requests, lunch requests, etc.) and place them in a folder marked "Return to Office".
Immediately file staff development or FYI flyers.
Place magazines and catalogs in your bag to take home and review in the evening. Although you may be tempted to read through the magazine or catalog during your planning period, you could better spend your time getting things done! Use magazines and catalogs as bedtime or bathroom reading material.
STUDENT WORK
Handouts and Assignments for Absent Students
Make several "Absent" folders with manila folders. Whenever a student is absent, take out one of your folders marked "Absent" and place it on the student's desk. Have someone who sits nearby be the "guardian" of the absent student. The guardian should collect extra handouts as they are passed out and place them into the absent folder. You can also create a page for students to fill out and record activities, assignments, and homework for the day. This sheet should also be placed inside the absent folder. At the end of class (or the end of the day), put the absent folder in the student's box (either student mailboxes, or hanging folders set aside for students in a plastic crate).
Organize papers to be graded
Get a plastic accordion folder with one or more pockets. These usually have a string or Velcro to hold them shut. Place work to grade in the folder according to subject or class period. This way student work stays neat and dry. Use the accordion folder for work to be returned as well. You can use colored tabs to let you know what has been done or what needs to be done. Color coding each pocket is also an easy way to help distinguish between subjects or classes. This also helps keep your arms from getting paper cuts and keeps your tote bag uncluttered with loose papers.
Submitted by Christine Gilligan
Keep Make-up work organized
First, post a list of rules and procedures for make-up work. This should include how long the student has to make up work and where it should be returned. Next to the list, post a laminated calendar (poster size) with class periods (or subjects) down the side and days of the week across the top. Underneath these, set up a plastic crate with a hanging file for each subject and manila folders for each day of the week. Throughout the day, collect extra handouts for missing students and jot down activities and assignments for each class on a sticky note. At the end of the day, put the extra handouts in the file and the sticky note in the right place on the calendar. Absent students can check the assignments and get handouts on their own. At the end of the week, take up the sticky notes and place them in the grade book for reference.
