Teenagers get a tremendous amount of papers throughout the school year. These could be permission slips, sports physicals, scholarships, transcripts, summer program registrations that come in one way or another, maybe with deadlines attached.
Paper can be emailed to parents, posted online on a school’s website, or handed out to the teenager while practicing. If the papers are scattered everywhere, even the most diligent teenagers can lose them. Teaching teenagers to organize their school papers helps them learn important skills for the future.
Organizing school documents becomes easier when everything is stored digitally, especially when several files are needed for one application. For example, a teen applying for a summer leadership program may need to submit a transcript, a recommendation letter, and a completed application form.
Parents can help their teen join PDFs online with pdfFiller to keep all these documents in one file when the program allows it. This also helps teens learn how to check their paperwork, keep everything organized, and send the right documents to the right people.
Why School Documentation Proves Overwhelming for Teenagers
High school comes with responsibilities that teenagers would have never been involved in before. When a ninth grader only has to deal with some permission forms, an older kid is faced with college admission forms, extracurricular programs, work, and other areas.
The papers will appear at times when the teenagers are engaged in studying, spending time with friends, doing exercises, and carrying out various other tasks at school.
It typically starts with poor organization. A student saves the document on his/her cell phone but forgets the file name and believes that he/she will look for it later. Another teen submits the completed form and forgets the page for signature. Such issues arise because the parents find out about the assignment from a teacher or due to the fast approaching deadline.
Such cases can become the opportunity to develop discipline while turning all errors into non-issues. The advice offered by the American Academy of Pediatrics can be found in its article named How to Help Your Teen Succeed in School. The same applies to electronic documents.
Parents can start by having their teenager explain how school files are organized. This is where the problem starts. Some teenagers only keep all the files in the email inbox. Others have files on multiple devices without an organized way of filing them.
A simple routine can solve this problem:
- Create different digital folders for school documents, extra-curricular activities, and future applications.
- Have descriptive file names which will indicate what the file is.
- Note down deadlines of the submission in a calendar with reminders.
- Have a look at the downloaded document before completing or sending it.
- Have the completed paperwork moved into a completed folder.
Consistency is key. A routine that a teenager understands and uses consistently becomes a routine.
Making Digital Documents a Responsibility of Daily Life
Many young people have already learned how to download applications, exchange photos and work on school presentations together. Managing formal documents is another challenge that requires other practices. Teenagers should be able to identify file types, verify information and learn why an incomplete form will affect the activity.
Imagine a high school athlete who is getting ready for a new season. Registration may include a sports physical, an emergency contact form, a participation agreement and some more school forms.
Some forms may require the involvement of parents, while some will require the involvement of the teen or even a professional to fill them out. The parents do not have to handle the entire procedure but instead get the teens to handle the files on their own. They will be able to recognize what forms they should fill and the areas that are still blank.
There are tools used in filling in PDF forms online. An example of one is pdfFiller, which allows users to add PDF text annotations, merge pages, etc. The service provides eSignature and the option to send documents for signature.
These tools will be helpful in cases where a teenager gets multiple PDF files that are part of one application. The student will assist in assembling these documents, locating any missing information, and reviewing the whole packet with a parent before submitting.
One very useful practice would be to check documents after editing or assembling them. Pages need to appear in the right order, text needs to be legible, and attachments need to have all required information. Parents can point out the reasons why a successful upload doesn’t guarantee a complete application. The idea is to teach teenagers how to find and fix mistakes with help.
Teaching Privacy and Responsible File Sharing
Documents from school usually have some personal information. The academic transcript could contain student identification details, while participation in some activities may require providing your address, contact number for emergencies, or even health details.
Teenagers who are accustomed to sharing things widely may not always be aware of the difference between submitting a form from their school to an authorized administrator and posting it on an unknown website.
The Federal Trade Commission covers the topic of responsible sharing in the article “Kids and Cell Phones.” This article recommends that parents and their children should talk about privacy and sharing of personal information online. These guidelines can be easily transformed into advice regarding school forms.
Before sending any document, teens need to find out who asked for it, what this information will be used for, and how it needs to be delivered. There is a special procedure for submitting a scholarship application through the official program portal. Submitting a transcript via an unverified messaging account creates additional privacy risks.
While using a PDF editor, families should think about document security as well. According to its official product information, pdfFiller offers such features as encryption, two-factor authentication, and document-sharing capabilities. The Audit Trail option makes it possible to monitor the document activity history, such as viewing, editing, signing, and sharing.
Nevertheless, technical security options do not mean that common sense should be ignored. Teenagers must check recipients, use confidential links when sharing confidential information, and refrain from divulging account credentials.
Moreover, there is also educational privacy related to the period of transitioning into an adult life. It is mentioned in What Is FERPA? on the U.S. Department of Education Website that education records privacy transfers from the parents to the students once they turn 18 or start attending a postsecondary institution.
Knowing such nuances can be helpful in preparation for the shift from managing school-related paperwork by parents to personal management.
Preparation for College Applications and Related Paperwork
The senior years at high school are usually associated with the emergence of document-related tasks. College applications, various forms connected to financial aid and internships, and scholarship programs require filling out forms and communication with new entities.
If a person applies to college, he/she may need a transcript, activities information, reference materials, and statements.
The procedure of reviewing and organizing the documents could be introduced by parents prior to the start of the application season.
- Determine what is required. Read the instructions and make a list of all required documents.
- Collect all required documents. Collect all transcripts, certificates, and any other document that you may have.
- Prepare the documents. Name the documents properly and see if there is any form that needs filling up or signing.
- Check your packet. Make sure that all required documents are included in the packet.
- Make sure you submitted the documents. Look for confirmation messages and save all correspondence.
This procedure works not only for the application to the university. For instance, a teenager who takes a part-time job will be provided with certain onboarding documents and acknowledgment of policies. A volunteer who chooses to work for the local community will require a consent form and contact details.
Such tasks can be delegated to a teenager in a gradual way. A younger teenager may handle the files while an adult looks through the final document. Even though an older teenager can handle such a task, it is always nice to know when to seek help.
A mistake is always possible during the learning process. A missing attachment is a perfect opportunity to practice checking the documents. A complicated instruction to an application turns into a great reason to contact organizations asking for more details.d
The general principle is ownership. Teens get confidence in the process of doing something on their own and understanding how to deal with all steps of it not being directed by an adult each time.
Frequently Asked Questions
What are ways for parents to teach teens to organize school documents?
Begin with a few folders and clear rules for naming them. Ask your teen to manage his/her current folders, explain the places for necessary documents, and check it from time to time, particularly before sending applications.
What types of school documents should be kept organized by teenagers?
Some common examples of such documents are transcripts, report cards, extracurricular activities list, scholarship applications, participation in sports programs, and volunteer program documents. It is also recommended to keep all submissions receipts. Sensitive information should have proper access control, and document storage should not be done based on the premise that everything should be kept forever.
Can teenagers consolidate various school documents in one PDF file?
Yes, PDF editors can help in joining several documents in one. This is helpful in case the application requires one combined attachment. Parents should encourage teenagers to check the submission requirements first, as some schools and programs require separate attachments. All pages should be legible and appear in proper order.
What precautions can be taken by families for the safety of their personal information in online school application forms?
Using official school websites or other authorized submission tools, checking out the recipients of submitted forms, and not using public links for uploading such documents would do. Besides, families should talk about passwords and personal identification information. Teenagers need to know what is sensitive information and when to ask parents or school administrators about something.
Are parents supposed to fill in school application forms for their teenagers?
Parents can offer help in doing so but give room to the teenagers for completing some tasks which suit their ages. Younger teenagers may require assistance with filling in the form or preparing required documents. However, older teenagers may already be able to deal with this task on their own.
The ability to organize one’s paperwork is not something that seems significant at the very moment it is being acquired. Nevertheless, the teenager who knows how to find his/her transcript, how to fill in an application, protect personal data, and submit an application becomes equipped for work and study in the future.
Also read:
How to Get Teens Outdoors and Out of Trouble
How to Deal with School Refusal
Image credit: Unsplash, Tanja Tepavac
