IDENTIFY WHEN YOU WANT TO SEND IT OUT/KIDS TO TAKE IT HOME

Realize that some grade levels (eg. 5^th) only send things home once a week in Friday folders. Plan accordingly. There is a “send home today” stamp that can be used, but should only be used sparingly. Ask for permission to “send home today” when getting it approved by the Office (Step 4).

GET IT APPROVED

Finalize the document that you want distributed.

Email or give a copy of the document to one of the PTSA Officers to review.

Give it to the Office Secretary (Jeanne) for Principal to approve, at least 1-2 days before you need it back to copy and send it out. Indicate who this is being sent to (students, teachers, etc…). Leave a note on your document with your phone number or email in case there is a question.

Document will be placed on the front counter of the office after it is reviewed and/or approved. Once you’ve picked it back up from the office front counter, make all indicated changes.

DETERMINE YOUR TARGET AUDIENCE/GET A LIST/GET A COUNT

6a. If you are distributing this to all students, let Mary (in the office) know you are distributing something to the school and that you’ve had it approved. Ask her for the most recent list of number of students per class.

6b. If you are distributing this to teachers and staff, identify exactly who is your target audience. For example, are you sending it to all teachers and staff (including cafeteria, special areas, office staff) or just core grade teachers? Don’t forget teachers of special areas, such as PE, Art, Music, Self-Contained/Cross Categorical teachers, etc… Ask Mary or Diana for a list of teachers/staff.

7. Either way, figure out how many copies you will need, based on 6a or 6b.

MAKE COPIES

Before you make copies, be sure you have been trained on how to use the copy machine, or find an experienced person (Copy Room Coordinator) and have them train you.

Realize that volunteers are often in the teacher workroom making copies for teachers. There is a 2^nd copier in the office conference room you can use, when available. (The office has priority on this machine.) Teachers and copy room volunteers have first priority, so work around them. Look at the copy room schedule (posted in the copy room) and try to make copies at a non-scheduled time.

Make your copies. Colored paper is available in the storage room (through the office).

DISTRIBUTION

11a. If you are sending it out to students, paper clip the correct number of copies for each class together and put the packet in the appropriate teacher’s box. If you need to attach a cover letter/note to the teacher explaining anything, do so on each packet.

11b. If you are sending it out to teachers/staff, put the copy in each teacher’s/staff member’s box. The office staff has bins in the office. Ask Mary where to put them.

11c. Leave extra copies in the office wall bins. (Ask Mary for permission.)