If you have kids in school, you have lots of paperwork to manage from the school district, the school, and your child’s teacher. This article will help you set up a “School Binder” to organize important school papers. Once you set it up, you can use this year after year as your go-to place to keep important information.
Even if your kids have been in school for a while, it’s not too late to set up a school binder! You can gather this information and put it all in one place. No more hunting or searching for the information you need—all your important school papers are organized in one place.
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Why a Binder
Depending on your household, you may not need all of this information in paper form. I like to have a physical binder with information printed out for a few reasons. It’s easy for someone other than you (like dad, grandma, or the babysitter) to quickly access information. If it’s organized well, anyone should be able to find what they need. Also, a binder is made to contain paperwork neatly, and dividers make it a snap to section off information. Finally, there are really fun binder patterns that can look cute sitting out on a shelf or counter.
Many school districts have a “kindergarten roundup” in the spring to register your child for the next year’s kindergarten class. Usually you will meet the kindergarten teachers and visit the classrooms. At that time, there is a whole lot of information given to you about the school and the school district. So you can get a head start on organizing important school papers before your child even enters school!
Here’s how I set up my school binder.
Fun Binder Possibilities
Section 1: General School Information
Contact information
At the very beginning of my binder I keep important contact information for the school. The first thing I include is the phone number to use for reporting absences or late arrival. I also keep email addresses and phone numbers for the school secretary, principal, and counselor right up front. If someone other than you ever needs this information, make it easy to find!
School directory
You can typically find a school directory on your school’s website. I put contact information for the school attendance line, school office, and my kids’ teachers in my phone, but I also like to have the printed directory. It’s handy to have if you want to ask a question or send a note of appreciation to a particular staff member. Or have your child address Valentines to everyone in the building (depending on school size)!
District calendar
I print the calendar from my school district’s website and keep it in my school binder. This is a great one-page, at-a-glance calendar to see all the school holidays.
School schedule
Start times and dismissal times. Our school has a one-page sheet detailing the lunch and recess schedule for each grade. This also includes information about late-start or early dismissal days.
School map
If available, keep a map of your child’s school with their classroom marked.
School supply list
I keep a copy of the current year’s school supply list in my binder. Back-to-school sales start early in July, and sometimes the school supply list won’t be published until later in the summer. If I have a list from the previous year, I can get a head start on supplies that are likely to stay the same from year to year.
School policies
Pick-up and drop-off policies, attendance policies, and inclement weather policies. Any official letters from the district, school principal or counselor regarding policy are kept here. Our school district requires an annual background check to be an approved school volunteer. I keep the instructions for completing the background check in my binder so that I don’t have to search for it at the beginning of each school year.
Bus information
Information about bus routes, including snow routes. Bus number and bus stop address for your child. General bus route and contact information is typically available at kinder roundup, and in the school office. When you register for kindergarten, if you indicate that your child will ride the bus, you’ll receive specific bus number and stop information directly from the bus company.
School lunch information
Information about setting up an online account to pay for school lunches if your child will have school lunch sometimes. School lunch menus can typically be found on your school’s website. I keep a printed copy of the current month’s menu in my binder.
PTO/PTA information
Hopefully your school has a Parent Teacher Organization/Association. They will have a lot of useful information about events that happen throughout the year. I keep information detailing event schedules and volunteer opportunities in my school binder. Contact information for event chairs and board members is also handy to have.
I keep one “School Binder” with all policy and general school paperwork. If you have more than one child, use dividers to repeat the “General School Information” section for each school your children attend. I have kids in two different schools, so I have two school sections. As they get older, there is additional information like school-wide homework policies or dress codes that would be included in the school information section.
The next section is for your child’s classroom information. This changes from year to year, and if you have multiple students, use dividers to create a section for each of your children.
Section 2: Individual Classroom Information
Classroom policies
Class snack policy, homework policies, teacher communication preferences. Any official communication from the teacher(s) of your student about how the class will function.
Curriculum information
Often the school will host a back-to-school night; here the teacher will provide information regarding general topics covered throughout the year. They might also provide benchmarks for meeting end-of-semester or end-of year expectations.
Class schedule
Your child will probably have P.E., music, or library on certain days of the week. Knowing their class schedule helps you get your child in a groove of wearing sneakers for P.E. day or remembering to return library books. Sometimes it’s helpful to know what time of day they usually work on math or reading if you have to take them out of school for appointments.
Teacher information
I like to send a “Getting to Know You” sheet to my child’s teacher to find out whether they like coffee or tea, or ask their favorite treats or restaurants. I have a free printable for you to use HERE. This is helpful to have if you intend to give a little gift around the holidays, or for a birthday or teacher appreciation week. You’ll know just what your teacher’s favorite things are.
Log-in/password information
Keep log-in information for any apps or websites your child might log into from home.
Kids are learning to navigate the online world very early. Your child will probably be using various websites as a learning tool in the classroom. Some of these may be used at home as a supplement to what they are doing in school. I put information about their logins in this section and I keep it until there is a password change or an account is deleted.
Class list
If your child’s teacher provides this, it’s helpful for addressing birthday invitations, or engaging your child in conversation about his or her friends at school.
Any additional communication
Anything from the teacher that comes home during the school year regarding classroom policies, procedures, or resources.
School Papers Need a Place to Live
Now that you’ve set up your school binder to organize all the important school information, you know exactly where to put official papers as they are sent home. Any time you receive an update on policy from your district, school or teacher, you know right where to put it. When your child needs to log on to a website for an assignment and can’t remember their login, you’ve got it at your fingertips. No need to search through piles of papers on the kitchen counter or your desk – everything related to your child’s school is all together in one place.
If you’d like to see how I organize the artwork and school work that my kids bring home from school, check out my post about “How to Organize Kids’ Artwork and Schoolwork.”
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