How to Manage Classroom Paperwork

Teachers manage students, curriculum and testing standards, lesson plans, attendance and report cards, and the paperwork requirements go on and on. The accumulation of paperwork may never totally cease, so teachers have to develop a systemic way of organizing paperwork to ensure each document can be located in a quick manner. The initial set-up of the organizing may be tedious and long, but the benefits far outweigh the initial investment of time.

Things You'll Need

• Colored file folders
• File cabinet
• Desk file
• Paper trays
• Labels

Instructions

Student Files

1. Label an in-box tray for each subject taught. Stack the trays based on the subject and grade levels if necessary.

2. Tell students to submit their homework, classwork and any additional assignments in the appropriate trays labeled by subject and grade level. Demonstrate the process to the students for at least two days to ensure they understand.

3. Designate a specific day or time to grade the papers. Once the papers are graded, fold them the long way and place a paper clip on the papers. Place a sticky on the graded set of papers to indicate the grade level and assignment.

4. Return the graded papers back to the students within two days. Try not to hold onto papers longer than three days. Students need feedback from the assignments to guide their learning.

Administrative Files

1. List the categories of paperwork that require filing. For example, report cards, attendance sheets, parent correspondence, office referrals, accident reports, lesson plans, front office correspondence and any additional categories specific to the school.

2. Label a file folder with one of the category names from the list. Place all of the administrative file folders in one file drawer labeled, "Administrative Files."

3. Look through the administrative files on an annual basis and discard all outdated papers. This will make room for the paperwork that is essential.

Professional Files

1. List all of the files needed for the professional file drawer. For example, evaluations, principal correspondence, letters of recommendation, professional development correspondence, teacher handbook, leave papers, curriculum standards and requirements, certification paperwork and any additional paperwork related to professional growth.

2. Label each folder with the titles noted on the list. Label the file drawer, "Professional Files."

3. Review the professional files every year to ensure certifications, evaluations and other professional credentials are current.

Routine Files

1. Take 31 file folders and label them in number order until each folder has one number on it in sequence with the other folders. The numbers correspond with a day of the month.

2. Insert paperwork in a folder that ensures that the task is completed before the designated due date. For example, the principal distributed a memo on Tuesday, Dec. 1, requesting that all teachers submit a list of professional development classes completed for the current school year. The list is due no later than Friday Dec. 4. Insert the memo in the folder labeled 1, 2, or 3. Remember, the number correlates with the day of the month.

3. Take the folder that corresponds with the current date and complete all of the paperwork requirements for that day.

Tips & Warnings

• Do not forget to use the systems above on a consistent basis. Only place the appropriate items in the designated folders to prevent confusion.

References

• Learnnc.org: Managing Paperwork -- Top Priorities for Organization