I just handed out our directories...fell in my lap and just wanted to get it done. It was WAY more work than I expected.
We are not allowed to use the school's student data. Families return the data sheet given out i the welcome back packets. We charged $3 and the actual printing cost was $2 each. We print extras and so it is about even.
We invite the parent/guardian to fill out their info as they see fit. So, we can have a mom number and a dad number. I do ask that they only provide one address and email.
We do a listing of the classes (first and last name only) for general purposes (party planning, etc.) with no phone numbers attached.
We should have a map of the area feeding our school. We tried bus routes, also, but they changed so much it was causing more problems then helping. I put the PTC contact info, the entire staff's first and last names and department, showed how to email our staff (This email address is being protected from spambots. You need JavaScript enabled to view it.), and a school calendar with the known dates of meetings, events, plays, etc.
Hope this helps. We now have a good template for next year, but I'll be at the middle school [img]smile.gif[/img]
I just handed out our directories...fell in my lap and just wanted to get it done. It was WAY more work than I expected.
We are not allowed to use the school's student data. Families return the data sheet given out i the welcome back packets. We charged $3 and the actual printing cost was $2 each. We print extras and so it is about even.
We invite the parent/guardian to fill out their info as they see fit. So, we can have a mom number and a dad number. I do ask that they only provide one address and email.
We do a listing of the classes (first and last name only) for general purposes (party planning, etc.) with no phone numbers attached.
We should have a map of the area feeding our school. We tried bus routes, also, but they changed so much it was causing more problems then helping. I put the PTC contact info, the entire staff's first and last names and department, showed how to email our staff (This email address is being protected from spambots. You need JavaScript enabled to view it.), and a school calendar with the known dates of meetings, events, plays, etc.
Hope this helps. We now have a good template for next year, but I'll be at the middle school [img]smile.gif[/img]
As long as I can remember, all our PTOs have done a school directory (elem., middle, high). At our elementary school, we start with electronic data from the district computers and go from there. Depending on the skills of the lead volunteer, the data is converted to Word and then manipulated - unlisted numbers are deleted, extra addresses are added, etc. Our directory also includes class lists, key dates, the teachers' email addresses, the school board members and meeting dates, PTO committee chairpeople, and paid advertising. I think our ads run $15-$45 for interior ads, more for covers. Advertising covers most of the production costs. I think the cover should be drawn by the chairperson's own child (since this is such a time consuming project), but it's usually just clip art.
We do not have a general "opt in" policy. If your child is a student, he will be listed in the book. If someone has an unlisted phone #, we do give them the chance to approve that the number be printed in the directory.
Our highschool parent group sells their advertising over the summer and prints the vanilla school district data. That way, they can publish their directory much sooner (first week of school vs. November)than we do.
We sell our directory for $10 each, $13 for two. About 2/3 of our families buy a directory. It's indespensible for many of our parents.
I mentioned this software in another post tonight, but maybe it also belongs here. We use the Futures Program ( www.schoolvolunteer.org
) to produce our student directory. The program has a student database that is used for the directory. We send out a form with the registration materials, and if you want your child listed in the directory you fill out the form and send it in. You can also put onthe form whether you want a copy of the directory, which costs $3. We use the Futures program for the child's information and just use check a click box to indicate that the student wants to be incouded in the directory. The program then prints the directory and we make copies and distribute them to those who placed orders. We also print some extras and sell them during meetings or fundraisers for those who didn't order them originally. Almost all of our students want to be in the directory. We don't sell advertising although we've thought of it, maybe for the back cover and inside the front cover? I'd be interested in what others charge for advertising if they use it.
We send out forms with registration packets in the Spring and then again at the beginning of the year. The parents have the option of putting at least a phone number or address and then they get a directory for free. We've had the divorce stuff come up. I have one parent business that I can't prove it but I just know she used the directory for her business. We clearly state that it is for personally use only. I had a talking to with her, because she crossed the line and I had proof with something else. We've never sold ads, our district has a document center that prints it for free. If you don't fill out a form and offer to put your child's info in you don't get a directory. That way if you want the info private that's fine, but you don't benefit from having the directory. We also put class lists in for Valentines and Birthday invites, but all the kids in class may not be in the alpha part. We also put a list of committee chair phone numbers and staff and a brief description of each committee. In the description is small icons that symbolize the amount and kind of time each committee requires. Like day or evening, once a month, once a year, as needed, a few hours. It goes out around October and that's it. We live in a growth district and changes would be too numerous. Hopefully in teachers notes home they might say little Johnnie has joined our class and parents can find out more if they wish and big johnnie doesn't mind. Emails are impossible to keep up with. I have 30 chairs and I get an email change once a month. Nevermind families of 800 kids. We had a log jam at the district printer and were looking for alternatives, we had alot of freaked out people thinking we were going to post it on the website. But it got resolved.
We do publish a directory at our school, but because of problems like the divorced parent issue mentioned above, we just include the name of the student and the student's info. So if the student primarily lives with one parent, only that address/phone number is listed. We don't get into any more hassles about the parent's information. Also, when we send out the information for the first of the year (like our survey), we ask for permission to include the student's name in the directory. The school considers the student information confidential and we can't use it for the directory, or any other purpose, so we keep a separate database for our students for PTO purposes-only includes students whose parents OK it.
