Home  >  E-Newsletter Archive Listing

Welcome to the CALLOWAY HOUSE E-Newsletter Archive

November 2008

ORGANIZING STUDENT PAPERWORK

Organizing, distributing, collecting, organizing... the cycle of student work remains the same. Still, it can get the better of you without an organizational system in place. This month, we offer some options for creating one.

Even in this digital age teachers have paperwork to deal with, and although we can’t cover it all in one newsletter, we’ll provide tips on organizing homework, portfolios and files.

For all paperwork, create a color-code key. Create a primary key, assigning a color to each subject or section. Assign a secondary key for units of study or type of work. Post the key in the classroom for easy reference. For digital work, create folders for subject or section, with secondary folders for units of study or type of work.

HOMEWORK

Create a homework organizer sheet. For younger students, this can be a monthly calendar; for older students, a weekly sheet with the assignment, due date and space for parent signature. Divide by curriculum area if needed.

Create student homework folders. Use COLOR-CODE POCKET FOLDERS according to your key (subject or section). In each folder, include a homework organizer sheet. Students can put their homework in one side of the folder – the “to do” pocket – and completed work in the opposite “done” pocket.

Organize your homework masters. - Place masters in COLOR-CODE FILE FOLDERS organized by unit, then store folders in COLOR-CODE HANGING FILES or FILE CADDIES organized by subject or section.
- Use COLOR-CODE BINDERS. Again, the binder should be the same color as the subject. For color-coding by unit, use COLOR-CODE INDEX TABS or dividers, or copy homework masters on colored paper. (Tip: If you keep masters in SHEET PROTECTORS, remove the entire sheet protector to photocopy it rather than removing the paper from the protector each time.)

Organize homework for easy distribution. Our SEATWORK SORTERS come in six colors and have five slots. Use one color of sorter for each subject or section (according to your key), then use the five slots to organize homework - one slot for each day!

At the end of each day or week, re-file your masters prior to information-gathering for the next day or week.

Distribute homework. Hand out assignments daily or weekly, or place them in sorters or cubbies labeled with students’ names. Our 24-COMPARTMENT ORGANIZER and 30-SLOT STUDENT CENTER are perfect. Students can retrieve homework, organize it in their homework folder and turn it in each day or week.

Collect homework. There are several options, depending on whether you collect loose papers or the entire homework folder:
- Use our COLLECTOR/PROTECTOR, which has six slots you can label by subject or section. Students put their homework in the slot, but only you can retrieve it by opening the back of the unit.
- Place collected papers in color-coded file folders according to subject or section. Then place folders in a carry-home organizer like our MOBILE MANAGER or File Caddies.
- Use our HANGING MOBILE FILE, which has removable, colored letter-size pockets. During the day, hang the cascading file over the door. Place papers in the appropriate colored folder. At the end of the day, fold up the file and carry it with you.
- Have students place papers or folders in one large “in bin” (like THE PAPER WEDGE) or in several color-coded bins labeled by subject or section (like our MATERIAL ORGANIZERS or PAPER CADDIES).
- Two-pocket folders fit nicely in our TOTE & GO CADDIES. The handles make them easy to transport, and with six colors, the caddies can double as subject- or grade-specific “in bins”!

PORTFOLIOS

Show them how it’s done. By maintaining your own portfolio, you will be able to experiment with organizational techniques and different electronic media before sharing the procedures with your class.

Categorize. Choose which type-of-work categories (such as poetry, short stories, progress reports, etc.) you wish to incorporate and have students divide their portfolios into those color-coded categories.

Color-code individual pieces of work. Provide each student with COLOR-CODE DOTS and have them apply one to each piece of work as soon as they get it. That makes it easy for students to keep their work separated by color and to choose the best piece in that color category.

Date everything. Students should record the date and reason for selection on every piece in their portfolio. Consider providing a SELF-INKING DATE STAMP for students to share. For each piece of work, use a copy of the original assignment or create a cover/reflection form for students to fill out.

Create a portfolio center. Store your portfolios in a central location. Post information like selection criteria, content requirements, evaluation questions and reminders. Display photos and portfolio examples, possibly including your own portfolio. Keep all portfolio materials handy, including cover sheets, computer discs, date stamp, paper clips, STAPLER, THREE-HOLE PUNCH, etc.

Make your portfolios fit your space. If you have no space, consider electronic portfolios. Otherwise, consider using one, or a combination of, these ideas:
- Binders are a great space saver and are easy to personalize and organize. Use color-coded index tabs to divide the binder into categories (subject, type of work, etc.).
- Two-pocket folders are an obvious choice.
- Hanging files are the perfect solution for file folder portfolios, and they can be stored anywhere in your room using color-coded HANGING FILE BOXES.
- Boxes provide options for larger items. Our DOCUMENT ORGANIZERS and RACK can store two-pocket folders, artwork samples and three-dimensional items.
- Cubbies can also store lots of different kinds of portfolio materials – our PAPER KEEPERS are ideal.

STUDENT FILES

Check with your administration before setting up your filing system. Find out what is required to be in the student’s formal record, as well as what cannot be shared with third parties due to privacy laws.

Organize progress files. These files are to be kept separate from your students’ portfolios and shared with students and parents as part of assessment:
- Use a large three-ring binder, like our LIFETIME BINDERS, for each class. Insert binder pockets or sheet protectors for each student. You can also use hanging files/file folders. Label each binder pocket or file folder with the student’s name and/or number. Include items such as assessments (incentive charts, checklists, rubrics), formal notes on students’ academic achievements or behavior, a goal list, copies of student work, notes from parent conversations, report cards and standardized test scores.

Organize private files. Use color-coded hanging files or binders to organize student information alphabetically or numerically and store them in a locked cabinet. Include any private notes or anecdotal records, attendance records, cumulative reports, health information or whatever your school requires.

For all student files, attach quick-reference information to the front. Our PEEL & STICK POCKETS are the perfect size to hold a student photo or 4” x 6” information card.

File parent-signed forms immediately. These forms (excused absences, permission slips) may be kept in their own file or filed with progress files or private files.

HOT TIP: Keep seatwork neat and organized, even outside! Provide each student with a CLIPBOARD with all the handouts needed for the day. If they don’t finish their assignments in time, they can take their clipboard with them to study hall or recess and finish there – and the papers won’t blow away outside!

Return to the E-Newsletter Archive