OLR - how do you handle the people who don't respond?

[Matt Frey-Davis]

Hi All,

We recently implemented OLR and we're wrapping up our first round of annual updates.  Overall, it's been a ton of work but has been worthwhile.  However, we are faced with a number of households that have not completed the process.  We've made kiosks available in each school so that families can complete the updates onsite.  We've offered to walk people through the process if they have questions.  We've emailed and called.  At this point we are wondering how others have addressed the challenge of getting the final group of families through the process.  

Do you accept that some number of families simply won't update the information?
Do you offer a paper option to those who won't complete the online forms?
If you do not offer paper, did you find that this issue resolved itself over time?

Would love to hear from others about your experience moving staff to online updating of student demographic data.  

Thanks,

Matt

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[Ramona Bennett]

We started the OLR process this year and we did well.  I think it might be unrealistic to think everyone will participate.  When I presented to the board, I stated it was a 3-5 year process.  No one likes change.  We sent a letter, the an email and followed up with a second email.  I then asked for the secretaries assistance as they knew/know the families best.  We sent paper to those that requested and to the ones the secretaries stated would do paper.  We had over 74% participation in the OLR piece.

I also attended all the open houses with 5-10 computers, attended the Pre-K and Kindergarten meet the teacher - take a bus ride day as the parents were sitting ducks while the students went on a bus ride.  Plus the high school students could sign up to pick their laptops up early if their parents filled out the paperwork.  I believe that the full exposure helped with our numbers.

Just sharing what we did.  We are a small district of 850 students and 5 buildings.  

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[Charity Rogers-Blanchard]

We ran into the same issue! We also started using it this year, we sent multiple reminders and still are missing a lot of responses. We ended up sending paper copies to parents as well. We still are missing a number of them.

I'd also love hearing how other districts deal with that! 

On Tue, Oct 31, 2023 at 3:08 PM Matt Frey-Davis <mfrey...@rsu1.org> wrote:

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Charity L. Rogers-Blanchard

Data Specialist

Brewer School Department

261 Center Street

Brewer, ME 04412

Director of Instruction - Phone: (207) 989-8638

Fax: (207) 989-8622

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[Rebecca Dore]

We don't ever receive all of the OLR Updates back.

One way we get additional families to complete the update is to have a "back to school fair". We have a number of devices available, interpreters for those that do not speak English, and staff to help families complete the update if needed. I believe there is also a kiosk available at parent/teacher conferences that families are encouraged to use to complete.

Becky  :o)

Working Remotely

Rebecca Dore

Student Information Systems

  and Data Specialist

Pronouns: she/her

353 Cumberland Avenue

Portland, ME 04101

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[Aaron Morrow]

Our first year we got about 45% of our student population to complete the Annual Update, and this year we pushed hard and got it to ~75%. We were also complicated this year because we moved from in-district hosting to cloud hosted, so our IC URL changed and a large number of families couldn't log into their parent accounts to complete the Annual Update. I don't know if we'll ever hit 100%, but next year we are hoping for at least 85%.

For the population who didn't complete the Annual Update, we had the building secretaries manually follow up with each family to collect their proof of residency, as we at least needed that. 

I think what others have said is also true: it's a multi-year process that will take a lot of involvement with other people outside of Tech. Admin need to be on board, secretaries need to be brought in, we're even looking at hiring a summer stipend position to follow up with families who need the extra attention, etc.

[Jason Tozer]

This is year 5 for us and it's definitely a multi-year process to get parents/guardians to understand that this is now how we do our annual updates.  Our first year was about 60% but this year we are at 96%.  It has taken a lot of effort on the part of our Admin Assistants to get to this point - but this year, I also felt that we "turned the corner" as people are realizing that this is how it's done and the first 75% got done without much effort on our part - it's the last 25% where the work is.   It takes buy-in from all administrators as well and also, you need to show them how it will benefit all areas of the system.  Our central office is always concerned about the Economic Disadvantaged numbers and how to get people to fill that out - so we put that in OLR and suddenly it's more important than ever that the parent fills this out.  For our nurses there is obviously Medication and conditions but they wanted to be able to get Prevention Works dental sign ups - so we added that to OLR - so now there is buy-in from nurses.  For Athletics - we put athlete registration in OLR and a student is Ineligible to play sports until the parent fills out the Annual Update - that has helped our numbers greatly grades 6-12.  We have also made a  huge effort to make the parent portal a place that parents need to visit and so another convincing argument is to explain to your admin that if you get everyone registered online - you know that at least one parent of every student has been in the system so they can now access other areas of the portal.  We did not turn on the Mobile friendly version of OLR this year, but since that is now an option, I think it will help even more.  

Jason

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