While not all of these forms are necessary to run a program, we have provided a good sample of the types of forms that you may need. Please feel free to use whichever combination of these forms works best for you. They are almost all editable. Please feel free to change the branding by replacing our logo with your own and any fields with others that better suit your program. We only ask that you maintain the “Original template by Plainfield Public Library/ Distributed by NJSL “ at the bottom of the form.
For each of the forms I have included relevant notes on their production, usage, and relevance.
Action Tracker- If you only have one form, it should be a form such as this. Many of your interactions between yourself, clients, and tutors will be asynchronous. You will not be able to immediately respond to and resolve all issues. By creating a form for each instance you have a record of tasks that need to be done, that can also easily create a hard record; upon completion it goes right into your client’s or tutor’s file.
Have an open tasks pile and a closed task pile, and from the closed task pile determine whether the sheet needs to be logged into your data management software or should just be filed. Even in a one person operation a form like this is important.
Client Intake- Our Client intake packet is comprised of three parts. No matter what, you intake should be based around
1) What do you want/need them to tell you
2) What do you want/need to tell them
In our case, due to our partnership with the county One-Stop it was mandated that we use the AOSOS registration form, which is page one of our packet, but it wasn’t all of the information we needed for scheduling, client history, etc., so we modified our original form, and put that on the back to fill in the information that wasn’t being requested on the AOSOS form.
The last two pages are our client agreement. This is what we want to tell clients as far as rules regulations etc. Is there anything legally binding about having them sign it? No, but it serves to make sure they are aware of it and should you have to enforce the policy, it makes things easier.
The other two pieces of an intake process you’ll want to have are a program overview (like a student handbook of what to expect and what resources are available), and a hard copy of the results of whatever assessment you use.
Attendance Sheet- Fairly self-explanatory. Note that the page is double sided to allow your tutors to give you more information than just who is or isn’t coming. It is incredibly important to stay engaged with your tutors and clients beyond mere attendance.
Copy and Supply Request Form- You will be making lots of copies for your tutors. Again, this will often be an asynchronous exchange, as you will not always be there when the tutors are making the requests.
1) The form establishes that copies cannot always be produced on demand. It is an unhealthy belief to foster.
2) You will need a place for these forms to be dropped (often they will have a book with them).
3) You will need a place where they can be picked up.
To cut down on copies, we have class sets of books and encourage students to bring notebooks in which to write. While the initial cost of the books may seem steep, the investment will pay itself off, beyond the other benefits of uniform text books, in saved copy costs.
End of Cycle Learner Report- It’s important to have periodic and regular assessment of students built into your program’s function. Even if you don’t have the resources for formalized assessment, regular scheduled tutor feedback will help you determine what has and hasn’t been effective, how the students are progressing, and whether they are still appropriately placed.
Incident Report- If you think you want a record of it…. Make a record of it. If you ask yourself whether you should make a record of it, and the voice in your head says “nah, it probably wasn’t a big deal” the voice in your head is wrong. Remember an incident report is not necessarily action, or a drastic step, it is just documentation. Now though, should a situation escalate you have context and yes, cover.
Client Tracking Sheet – We use these as cover sheets for the client folders. It’s all the information at a glance that we need about our clients. Obviously, you need to decide to what it is most important for you to have instant access. When we are tracking progress for specific grants or benchmarks, we may modify the form to highlight the new key pieces of data.
Referral Form- You will probably develop community partners. When this happens, you should agree on a referral process and a form that reflects this agreement. This is great for both you and the clients. When the referring partners are familiar with each other, it makes the client feel like they aren’t simply being shipped off to just another desk. A referral makes them feel as if they did start the process. Additionally, these referrals highlight what you need for your program to conduct intakes and vice versa. Imagine without a solid referral system.
Photo Release Sample- While this is a fairly boiler plate document, it is only an example of the type of form you should have, and is not intended to be used. You should consult with counsel for the creation of any such documents.
Tutor Policies and Procedures- Self explanatory
Records Request Form As a public library, your records are library records. This confers a type of privilege of which the client is the holder. For you to release records, they need to give specific consent. These records are frequently requested. Often times participating in a program such as this may be a requisite for some government benefits, or may pertain to legal issues, etc. It’s not your concern why they are requesting them, simply that they are giving you permission to give that information to a specific 3rd party.
Tutor Intake – A list of tutor policies and procedures
Please let us know if there are any types of forms you feel are missing, if there are any mistakes, or if you simply have some suggestions as to how we can improve them.