Shopping for crisp new notebooks, sharp crayons, and the perfect pens and pencils is half the fun of getting ready for back to school. And of course, there are the new school clothes! But let’s not overlook the not-so-fun (but absolutely essential) tasks you’ll need to check off your list before the first day.
When it was time to send my kid to pre-K, I had no idea how many little administrative tasks there would be, like medical forms, utility bills, and emergency contacts.
We’d like to thank Care+ Pediatrics for sponsoring this Guide to Tackling Back-to-School Paperwork.
When back-to-school bugs strike, Care+ Pediatrics is ready. The backpacks are packed, the school supplies are labeled . . . and then someone wakes up with a fever. Back-to-school season also means the return of coughs, sore throats, ear infections, stomach bugs and playground injuries. When your child needs care and your pediatrician can’t fit you in, Care+ Pediatrics Urgent Care is here to help. Designed exclusively for children, Care+ offers pediatric-trained providers, kid-friendly clinics, short wait times and compassionate care that helps families feel confident from the moment they walk through the door. From fevers, coughs and flu symptoms to sprains, minor fractures, stitches, rashes and asthma flare-ups, Care+ treats the everyday illnesses and injuries that can interrupt the school year. On-site X-rays, lab testing and sports physicals make it easy to get the care your family needs in one convenient visit. Open evenings, weekends and holidays, Care+ provides a faster, more convenient alternative to the emergency room for most childhood illnesses and injuries. With locations in North Oklahoma City, Edmond and South Oklahoma City, families can walk in or save their spot online and get back to what matters most: helping their child feel better.
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To make it easier, here’s a quick guide of paperwork and important tasks you might need to take care of so you can stay on top of everything without the stress.
1. Order a Copy of Your Child’s Birth Certificate
Do I have my son’s birth certificate? Yes. Do I know where it is when I need it? I do now! Call me a Type B mom because I often put things away and forget where I put them. Many schools require a birth certificate or some other proof of birth for enrollment. If you need a copy, you can order one at VitalChek.com.
2. Get a Copy of Your Child’s Shot Record
My pediatrician made this task easy for me because the office uses an online portal where I can view the history of my child’s visits and download a copy of his shot record. Kids in Oklahoma aged two months and older need an immunization record (or an exemption on file) to attend public school. Learn More →
3. Be Ready to Complete Medication Forms
I’m pretty sure this is standard at most schools, but ours will only administer medication that’s prescribed by a doctor, and only after the appropriate forms have been completed. So be prepared to fill out authorization forms if your child is on any medication.
4. Make a Copy of Proof of Residence
Many schools also require a proof of residence. This could be in the form of a utility bill, lease agreement, or voter registration card. Be sure to check with your school district for specific requirements.
5. Make Sure Your ID Is Up to Date
As I mentioned before, I’m a Type B mom, and it’s not uncommon for me to wait until the last minute on things. Catch me jumping online real quick the day my license expires or my car registration needs renewing (no joke, it expired at the end of last month and still needs to be done as I write this). Take care of this so you have it ready for enrollment!
6. Gather Emergency Contact Information
As a mom, I’ll confess that I really only know a few people not related to me that I trust to be an emergency contact. So they get the honor of being listed on my school forms. I don’t know who has anyone’s phone numbers or addresses memorized anymore, so make sure you have that ready. Oh, and obviously check with them if it’s okay to use them. This could be for an emergency or as an authorized person to pick up your child.
7. Download School Apps
I know, I know. Who needs another app on their cluttered phone screen? But you’re really going to want to download whatever app your school uses or the official app for your district. It helps you keep up with so many things. Our school even has a separate app to view what’s for lunch and to add money to your child’s account.
8. Create a Dedicated Email for School Communications
A fellow mom suggested this to me, and maybe it’s a no-brainer, but it really helped. Create an email account dedicated to school-related messages. Use that email so all the important school communications and updates don’t get lost among the 50 unopened messages in your personal inbox.
9. Save Important Phone Numbers
If you’re like me and tend to ignore calls from numbers you don’t know, it’s a good idea to save important school numbers in your phone. That might be the teacher’s number if she shared it, the main office, or the nurse. My kid got sick at school and had to go to the nurse, and I almost missed the call because I didn’t recognize the number. Also, if your school has an attendance line for calling in absences, save that too so you’re not scrambling to find it when your kid wakes up with a 100-degree fever.
10. Join the Parent Facebook Group
And finally, join the Facebook group. Being part of our school’s PTO Facebook group helped me stay in the loop on all the school happenings. If there isn’t a dedicated Facebook group, be sure to follow your district and school social media accounts to catch important updates.
