Teaching requires quite a bit of record-keeping and additional paperwork. Not only is there the paperwork generated by students in class, but also notes from parents, office memos, and the list goes on. It's helpful to know what to store and how best to file all of it. Here is a summary of the most important files to maintain.
Beginning of School Year File
In this file, include items students and parents need to know to ensure a good start to the school year. Items to include: class rules and procedures, a list of school supplies students need, a seating chart, and a welcome letter to the students and parents. Icebreaker activities and journal ideas for the first day of school could also be in this file.
Substitute File
This file will need to speak for the teacher when absent. Details are very important to a substitute teacher, so information here should be very thorough. Items to include are: a seating chart, a student list, class rules, specials and break times, lesson plans for the day, emergency procedures, extra worksheets, the location of supplies, and allergies of students.
Student Files
Each student will need an individual file. Use these files to store examples of classwork and tests, conference notes, behavior contracts, work to be made up due to absence and special health/educational requirements.
Faculty File
Faculty memos, school-wide information, staff addresses and phone numbers, and a school calendar are just some of the items to be stored here. This is a file that will change with each week, so store this file where it is readily accessible.
Parent/Teacher Communication
This is a very important file and needs to be stored in a confidential location. Keep copies of every note sent home to parents during the school year, even if it is several months past. Also keep copies of notes received from parents, as they often need to be referred to at a later date.
Field Trip File
This file is helpful in planning and remembering which trips were successful. Post a class list on a large envelope in this file. Also file brochures, bus information, maps, and prices for various past and possible visits in this file.
Volunteer File
Volunteers need information such as student names, seating charts and instructions about their volunteer work. Be sure to post a large thank you note in here as well.
Personal Teacher File
Any information regarding past and future education, teacher reviews, notes from administration, etc. should be in this file.
Subject or Monthly Files
This is the place to file paperwork and ideas of activities used in lesson plans. Some teachers like to file these by the subject, while some prefer to have a file for each month. This will depend on what age level is taught.
Future File
File ideas shared by other teachers, and gathered from the internet, teaching magazines and books. All of those workshop ideas go here as well. Store information on what plans worked well, and even notes about those that did not. Keeping this file year round makes planning easier the following year.
A teacher must determine which files are best stored in the classroom and which ones should be stored at home. If files will possibly be used in both locations, or will require moving them, consider using a portable storage crate with a lid. The task of setting up the files mentioned in this article may take some time, but the rewards for doing so will continue on year after year.
