Registration – Clarke County

September 30, 2016

Clarke County Public Schools Eliminates the Paper Burden with PowerSchool Registration

Clarke County Public Schools includes four schools serving over 2,000 K-12 students in Berryville, Virginia. The mission of Clarke County’s school district is to encourage, inspire, and empower its students. An important goal is to support their mission through streamlined, efficient administrative processes, including registration.

“Parents love [PowerSchool Registration], the secretaries love it, and administration loves it. From a school stand point, we like the fact that the parents are the ones inputting their answers and it goes directly into our system. We really love that we don’t have to re-key information, decipher someone’s handwriting, or accidentally transpose a number or email. We’ve been very pleased with all aspects of our solution.”
– Marian King, Database Specialist, Clarke County Public Schools

Overview

In May of 2012, parents of children enrolled in Clarke County Public Schools raised concerns, addressing inefficiencies in paper-based student registration. In response, Clarke County selected PowerSchool Registration to implement a family friendly and efficient registration solution, a choice already made by numerous districts across Virginia.The Challenge
Prior to PowerSchool Registration, the district’s data collection processes included mailing multiple-page forms to over 2,000 students; a burden on both parents and district resources. Marian King, Database Specialist at Clarke County, wanted to eliminate this burden by implementing a streamlined process so that parents only filled out selected forms one time, even if they have multiple children across several schools.

The Solution

To achieve this, King worked with dedicated PowerSchool Registration solution specialists who, through a consultative process, identified opportunities to increase efficiency and implement an infrastructure designed around the district’s data collection polices. PowerSchool Registration’s SmartForm™ technology, which ensures families are only asked questions relevant to them and their children, was a critical feature in achieving King’s goal.

The Results

In five short weeks, Clarke County’s solution was built, the administrative staff was trained, and the registration system went live. “The initial response from parents was overwhelmingly positive,” says King. “They appreciate the ability to ‘snap’ data from one child to another.”

In addition to increased parent satisfaction, the move to PowerSchool Registration also resulted in student safety improvements. In Clarke County’s second year using PowerSchool Registration, a student had a medical emergency on the first day of school. Because of PowerSchool Registration, they had updated and comprehensive information for that student in their system and were able to quickly get him the medical attention he needed. “That is the immeasurable value of having [PowerSchool Registration],” says King. “We have updated and correct information in our school system on the very first day of school.”

The smooth transition from a paper-based procedure to an online system has proven valuable to Clarke County. “Everyone loves it,” says King. “Parents love it, the secretaries love it, and administration loves it. From a school stand point, we like the fact that the parents are the ones inputting their answers and it goes directly into our system. We really love that we don’t have to re-key information, decipher someone’s handwriting, or accidentally transpose a number or email. We’ve been very pleased with all aspects of our solution.”

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