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

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

Jaimee Borger
Executive Director, Marketing & Public Relations
Relatrix Corporation