Posts About What’s Going On With Relatrix From Our Team To Our Products To Our Plans For The Future

“Celebrate Service” is the theme for the 2018 National Volunteer Week (April 15-21). During the 45th annual observance of this national celebration, EZVolunteer wants to help your school recruit volunteers for the many events and programs for the duration of this school year.

Does your school have lots of registered volunteers? Are you getting all the attendance you need at your events? Can your volunteers easily sign-up for both the activity and time when they can help?

Volunteers want to participate, but you have to tell them where and when you need their help. EZVolunteer solves this problem first by letting a volunteer choose the activities they are interested in, so you can notify just those folks most willing to help with your activities.

Next you can send email blasts to targeted lists of volunteers or all volunteers at your school and let them sign-up for your activity. Using our Forms module, you can setup shift assignments with the times you need help, limiting the number of volunteers required on each shift.

Volunteers can add an event to their personal Outlook or Gmail calendar and EZVolunteer will send them a reminder 24-hours before the event starts, improving the chances that everyone who signed-up shows-up. The event coordinator can send last minute emails to volunteers and keep track of who shows up and when – all from their mobile device.

Please take the time to thank and recognize the many school volunteers that enter your building on a daily basis this week. Interested in learning more about EZVolunteerUSE THIS LINK to schedule an online meeting soon so you can see how EZVolunteer can help with volunteer recruitment.

With our 2017.6 summer release we will be making a new form available for EZVolunteer customers to use to help schools gather volunteer requests from their teachers.

Teachers are often looking for help in their classroom during the day or for special projects or field trips. While they may have connections with their classroom parents, occasionally they need help from more school volunteers than they can reach on their own.

The new Teacher Request Form can be set-up so that teachers can fill out the information needed for a campus volunteer coordinator (VolCo) to create an opportunity and send an email to all school volunteers. You can even set-up the opportunity so the classroom teacher receives notification when volunteers sign-up to help.

CLICK HERE to view our full support article and download the HOW TO document for the new Teacher Request Form.

Sometimes you have an event that needs volunteers to show up at different times for different shifts. In highly demanding activities, like working a football concession stand, you don’t want to ask a volunteer to stay for the entire game, especially if they are a parent wanting to watch their student play or perform at half-time.

That brings up the question how do you allow volunteers to sign-up to individual time-slots or shifts. You also need to be able to breakdown the total number of volunteers you need into the number you need per shift. Then you need a way your volunteers can sign-up both to participate in the event and choose the shift they want to work.

Relatrix can help with that…

With our latest release we’ve added the ability when setting up a volunteer opportunity to include a link to a web form where volunteers can select a time-slot at the event. This link can be to an external service or you can use the Forms Module included with the EZVolunteer system.

The important point is that you can track who has signed up to an opportunity, so they get reminders and you can email them if there’s a cancellation, and you have a record of who to expect for each time slot at your event.

The above example shows a web sign-up form using our Forms module.

This method displays the form once the volunteer has agreed to participate in the opportunity and allows them to see each shift and the number of openings already filled. When they sign-up to a shift the opportunity coordinator gets notified by email and can view and download all form results anytime up to the start of the activity.

This new method of integration shift sign-up helps schools manage a wider range of volunteer opportunities in their EZVolunteer system so they can track which volunteers are working on particular events and record the hours they volunteer.



Last week I had the pleasure of working with Karen Anderson of Red Oak ISD to present a session at the TSPRA conference in Galveston, TX. Aside from the wonderful seaside venue the topic was a great case study in how small districts can do a great job implementing a new online process to replace what was largely a paper-based and manual process.

After selecting our EZVolunteer program for volunteer management Red Oak ISD decided to run a pilot project with the software at one of their schools. They wanted to identify the process and procedures they needed to put in place before deploying to their district. The went district-wide at the start of the 2016/17 school year and are already showing great numbers in terms of registered and approved volunteers and volunteer hours recorded.

One new ‘best practice‘ we picked up from Karen was using the Forms module of the system to create a ‘Teacher Request‘ form so any classroom teacher can request volunteers for a project or event. The form is automatically routed to the school’s volunteer coordinator who creates a sign-up opportunity in EZVolunteer and notifies approved volunteers.

You can download the presentation used during the round table session to learn more about the goals for implementing an online volunteer system and the lessons learned to-date, and how Red Oak ISD is rocking community engagement in their district.

According to the website an estimated 5 – 7.5 million U.S. students miss nearly a month of school each year. In addition, Absenteeism in the first month of school can predict poor attendance throughout the year. Half the students who miss 2-4 days in September go on to miss nearly a month of school.

There can be lots of reasons for absences, from low-income students dealing with housing or transportation issues beyond their control, to student involvement in gangs or drugs, to single-parent households where there is little time to focus on academic performance or attendance.

Whatever the reason for absences, the research consistently shows that it has a dramatic and cumulative effect on the student’s academic performance and prospects for post-secondary education or employment. In fact, by 6th grade chronic absence from school becomes the leading indicator that a student will drop out of high school.

One of the most effective ways of dealing with absences is to engage students and parents in positive ways and provide mentors for chronically absent students.

Relatrix’ EZVolunteer software can help with student absences in several important ways. First, our latest release includes a new feature for tracking student late arrivals and early departures at school, to help identify students who may be at risk. Second, EZVolunteer can be used to recruit, match and track volunteer mentors working with students who are chronically absent.

Our EZVKiosk module now allows you to setup a separate sign-in (Late Arrival) or sign-out (Early Departure) for students. In addition, we can synchronize your student enrollment at each campus so that students can sign-in or out with either their Student ID or Name and Date-Of-Birth. If you operate at the Elementary School level front office staff can do a quick look-up of the student in the EZVolunteer database and sign-in or out on behalf of the student. Late arrivals get a Tardy Pass to take with them to class. You can also run reports, by school to see which students and how many times in a month, semester or year they arrive late or depart early.

Whether you track students with EZVolunteer or a different attendance system you can identify students with a pattern of absences and then use EZVolunteer to find a mentor with whom to match them. Mentors can make a big difference in reducing absences and improving academic outcomes. With EZVolunteer mentors can sign-in through the EZVKiosk and indicate they are mentoring a student, which then logs the hours spent mentoring that student. Alternatively, mentors can sign-in to their EZVolunteer account and record the hours and which student they are mentoring.

According to the National Center For Educational Statistics in the 2013-14 school year there were 9.3 percent or more than 4.5 million students classified as English Language Learners. Additionally, in all but 14 states the percentage of ELL students increased between 2003-04 and 2013-14.

This means that it is becoming increasingly important in terms of communications and engagement with your community to offer the ability for your families and other stakeholders to receive your messages in the language spoken at home.

The challenge in most school districts is the fact that while ‘official’ communications may originate with the central office, much of the interaction with students, their family and the local community starts with schools. Our data shows that between 60 – 90% of all electronic communications going to parents, volunteers or community partners come from school staff.

This raises the question of whether to use manual or auto-translation when communicating with ELL families and communities. The practical answer comes down to money. Most school districts cannot afford manual translation services for all messaging going to families. It also can create a logistics nightmare when long documents have to be translated into other languages, or when messages about fast changing situations are held-up by re-translating versions.

Where this leaves most schools and districts is making some tough decisions about priorities for manual translation. Usually this involves manually translating more formal communication that is less likely to require lots of revisions, and leaving the balance to auto-translation tools.

That’s one place where one of Relatrix’ most recent updates can help. With our October 2016 release we added the option to auto-translate email notices sent from our Online Community Portal. We have had the option for sometime to translate the content on our website, but this goes further.

Now each school, having some common and yet many times different language makeup in their communities can individually select a set of languages they want to use when publishing notices or newsletters to their parents, staff and community. This translation set can be included at the top of each email message sent from the school’s community portal, providing recipients with the option to view the entire message in their home language.

You can learn more about setting up this cool new feature on your Relatrix Online Community Portal by visiting our Help Center.


District Administration magazine has highlighted 100 products that enhance learning in districts nationwide in its annual awards program.

EZVolunteer has been recognized for making a positive difference in education by K12 leaders who named it to District Administration magazine’s “Readers’ Choice Top 100 Products for 2014.”

The winners, selected by District Administration’s editors from a record 2,400-plus nominations, were products that received the highest number of nominations and best descriptions from K12 leaders. The Readers’ Choice Top 100 has been announced online and in the December 2014 issue of District Administration.

District Administration’s Readers’ Choice Top 100 Products award informs superintendents and other senior school district leaders about products their colleagues around the country are using to help their districts excel in a variety of areas, such as technology, sustainability and curriculum instruction.

“With the Top 100 award program steadily growing in size and recognition each year, all of our 2014 honorees should be very proud of their success,” says JD Solomon, District Administration’s editorial director. “We hope that all of our readers continue to be inspired and find innovative ideas from their peers who have had successful product implementations.”

About District Administration

District Administration provides K12 leaders with critical news and information for school district management, through its monthly magazine, website, e-newsletters and the District Administration Leadership Institute Superintendent Summits. For more information, visit

About Relatrix Corporation

Relatrix develops leading online community engagement solutions for K12 organizations to build stronger connections with stakeholders in their communities. EZVolunteer helps recruit and manage volunteers, track background checks to ensure safe schools and record where, when and how long volunteers and partners participate in school activities. To learn more about Relatrix and EZVolunteer visit


JD Solomon
Editorial Director
District Administration magazine
[email protected]

Jaimee Borger
Executive Director, Marketing & Public Relations
Relatrix Corporation
[email protected]