Advancement · School Operations

Know who is still missing
a form before the bus leaves.

Log each form the day it goes home, mark each student’s answer as it comes back, and work through the follow-up. The tracker shows the return rate and who is still out as the due date gets close.

Track a formWhat you get
$19one-time · every device you sign in on
Buy · $19

Included with Caveat Classroom and Whole-school licenses. Or get it in the School operations toolkit, $49 for 32 items.

Consent forms

The worked example is two made-up forms: a field trip with forms still out two days before the due date, and a photo release from the start of the year. Students are listed by code; nothing leaves this browser.

Loading the form form. If nothing appears, turn on JavaScript.

What you get

Advancement · School Operations$19 · included with Classroom and Whole-school licenses

What you finish with
A page per form with the activity, kind, group, sent and due dates and group size; each student by code with yes, no or not back, the date and a note; six follow-up steps; flags for students not yet added, forms still out near or past the due date, students who said no, survey and photo cautions; return rate, yes and no per form.
Who it is for
Teachers, office staff, coaches, activity sponsors and nurses who send permission and consent forms home.
Format
Browser tracker with a saved page per form. Prints one form’s list for the clipboard, all forms or a blank sheet; downloads a spreadsheet (.csv); exports and imports a file.
Access
$19 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the School operations toolkit ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The School Operations space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Start a page the day the form goes home; set the due date and group size.
  2. Add each student by code; mark answers as forms come back.
  3. Send a reminder and call families with forms still out.
  4. Make a plan for every student without a yes.
  5. File the signed forms and print the list for the day.

Track a form

The rules behind the forms

Which forms, when, and whyField tripEvery student, every tripSchool policyPhoto releaseBefore photos go onlineDirectory information rulesSurvey on protected topicsBefore the surveyPPRA, for minorsMedication at schoolBefore the first doseSchool and state rulesApps for under-13sBefore accounts are madeCOPPA, school may consent for school useWhich forms, when, and whyField tripEvery student, every tripSchool policyPhoto releaseBefore photos go onlineDirectory information rulesSurvey on protected topicsBefore the surveyPPRA, for minorsMedication at schoolBefore the first doseSchool and state rulesApps for under-13sBefore accounts are madeCOPPA, school may consent for school use
The rules behind each form differ; the follow-up does not. Every form needs a due date, a reminder and a plan for the student without a yes.

Language and access

Schools must share essential information, including permission forms, in a language families understand. Sending forms on paper and through the school’s app or email, in each family’s home language, raises returns more than a second reminder in English.

Federal rules that apply

The Protection of Pupil Rights Amendment requires written parental consent before minors take a federally funded survey that asks about protected topics such as political beliefs, mental health, sexual behavior or family income. Photos may be shared as directory information unless a family opts out under FERPA. COPPA lets a school consent to an app for school use in place of parents.

Sources

  1. U.S. Department of Education, Student Privacy Policy Office. Protection of Pupil Rights Amendment, 20 U.S.C. 1232h and 34 CFR Part 98 (studentprivacy.ed.gov).
  2. U.S. Department of Education. Photos and Videos under FERPA (studentprivacy.ed.gov).
  3. U.S. Department of Justice and U.S. Department of Education. (2015). Dear Colleague Letter: English Learner Students and Limited English Proficient Parents.
  4. Federal Trade Commission. Complying with COPPA: Frequently Asked Questions, section on schools (ftc.gov).

The worked example is made up. Your district’s policies decide which forms are required; this tracker helps you collect them. Pages stay on this device until you print or export them. Support: team@caveatacademic.com.