How to Create and Publish a School Directory

Set up a directory to aid in communication.

A school directory can be helpful in allowing parent-to-parent communication and building a stronger school community. By compiling contact information for students within the school, as well as numbers that parents may need when contacting the school or school staff, you can promote open communication and aid in relationship building. Creating a school directory is undoubtedly a daunting task, but with some teamwork and organization it can be successfully accomplished.

Instructions

1. Gather a team. PTO Today recommends that those planning to compile a school directory don't go it alone. By gathering a group of individuals to work on the task, it becomes much more manageable. Collect a group of five to 10 dedicated people to make your directory dreams a reality.

2. Select information to include. While you likely want your directory to include contact information for students, you may also want to include school contact numbers such as teacher room extensions and other useful digits. Figure out what you want to include before you begin compiling your information.

3. Contact parents. Send home a flier with students asking parents to list their phone numbers, addresses and email addresses. Also request a parent's signature to ensure that the parent doesn't mind being listed in this directory. Some parents may desire to opt out of inclusion in the directory. If a parent doesn't want his information listed, allow this courtesy.

4. Use a spreadsheet program to easily organize your information. As you compile your information, plug it into a spreadsheet to allow for easy information sorting. Spreadsheet programs allow you to auto-alphabetize, allowing you to rapidly get your directory in a useable order.

5. Consider in-directory advertising options. You can turn your directory into a fund-raising venture by selling advertising space in the publication. Approach local businesses and offer them the option to take out an ad in the directory. Place these ads throughout the directory and use the money raised to cover printing costs or apply it to another school venture.

6. Select a publishing type. Most schools elect to produce a print directory. To do this, create copies of your finished directory and bind them with a spiral binding machine, or have them bound by a print shop. You may also want to consider an online directory. By placing your directory on the school's website instead of printing it, you save printing costs. If you do decide to publish the directory online, you may want to password protect the directory to ensure that not all web users can access the potentially private information.

7. Use the directory as a jumping off point for next year's publication. Once you have created one directory, making future directories is easier. When time comes to update the directory, return to your original spreadsheet file, add and remove entries and re-verify the information as necessary.

References

• PTO Today: Creating a School Directory
• PlanoPTA: Creating Your Schools Directory