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  4. ScanSnap Case Study: Ryburn Valley High School

Ryburn Valley High School

High school supports students better through
more efficient management of paper

Industries:

  • Education

Offering Groups:

  • Scanners

Solution Areas:

  • Imaging Solutions

Regions:

  • United Kingdom

Challenges:

  • Student Services department is spending too much time on paperwork
  • More time needed for student support

Benefits:

  • Communication with teachers and parents has improved
  • Better student learning experience
  • More eco-friendly administration through significant paper reduction
Ryburn High School Logo

Ryburn Valley High School’s Student Services department identified that the large amounts of paperwork necessary to their day-to-day work was a time consuming activity. These administrative tasks could be alleviated in order to create more time to devote to other forms of student support. By installing a Fujitsu ScanSnap iX500 at the start of the 2013 academic year, the attendance and bursary offices have seen remarkable improvements in all administrative processes involving paperwork. This has had a positive impact on the everyday lives of teaching staff, non-teaching staff, students and parents of the school.

Managing day-to-day paperwork

The Student Services department of Ryburn Valley High School works to ensure effective administration of all aspects of students’ school lives. Both the attendance office and the bursaries office, which sit within Student Services, have to deal with a large amount of paper documents on a day-to-day basis.

One of the tasks that staff of the attendance office is charged with is pre-planned absence notes from parents of students. These usually come as hard copies that the students hand in to teachers; the attendance office staff would then have to photocopy these in order to have various hard copies to store physically and hand out to relevant teachers that would need to be informed of the upcoming absence. The school grounds at Ryburn Valley High School are very large, so this could sometimes mean losing valuable time walking from place to place.

The staff who work in the bursaries office have to process financial documents from students as part of the assessment for their entitlement to receive bursaries. This is an essential part of the process for ensuring these students receive the correct and necessary financial support for them to continue their studies. For staff, it involves logging a lot of paperwork, such as receipts, which have to be circulated to the relevant people, including the school authorities.

“The students are our number one focus, and a lot of time is often wasted on processing paperwork, time that could be better used for supporting students and their school experience” – Sue Thompson, Attendance and Bursaries Officer, Student Services, Ryburn Valley High School

Introducing the ScanSnap iX500

Ryburn Valley High School introduced a ScanSnap iX500 to their Student Services department in September 2013. The scanner has been used for various purposes. Overall, it has meant that all information regarding a student can be quickly digitalised and circulated to teachers via the Scan-to-email function. Teachers are constantly connected to email so this is the quickest way of getting information, such as absence notes, to them; and the risk of losing bits of paper has been eliminated.

The scanner has also been used to communicate better with students and thus improve their learning experience. For instance, when a student is off sick, classwork they have missed can be digitised using the scanner and sent to them at the push of a button, allowing them to catch up remotely; therefore, they do not miss out on their important lessons.

“The Student Services department has been using the ScanSnap iX500 since September 2013, and are applying its use to various different areas of their day-to-day activities. The equipment is fast and easy to use, and produces very high quality scans, which makes everything much easier for them” – Mark Thorley, Network Manager, Ryburn Valley High School

The positive impacts

Green issues are particularly important for Ryburn Valley High School; and the environmental impact of the scanner has been felt considerably. Staff members recognise the dramatic reduction in the use and waste of paper that the scanner has facilitated, as there is not as much need to print out hard copies for wide circulation. The Student Services department is therefore proud to be able to make a valuable contribution to the school’s green and eco-friendly ambitions.

When it comes to student absences, students and their families have benefited from the simpler and faster processes that the scanner has enabled. If a student is to be taken sick, for instance, they and their parents can be sure that the necessary absence notes have been circulated, so that all the necessary people are aware of the whereabouts of the student.

On the bursary side, implementing this system of managing paper has made the lives of students receiving financial support, and that of their families, much easier. The school can now process their cases quickly, knowing that all the necessary evidence and information around each student’s case is stored safely and can be accessed easily. The procedure for ensuring that students receive the necessary financial support therefore has been simplified.

“We are seeing the benefits in various ways, such as communicating with teachers and parents, and improving the student’s learning experience. The amount of time that the scanner has saved us is astronomical – it’s amazing that one little machine can do such good” – Sue Thompson, Attendance and Bursaries Officer, Student Services, Ryburn Valley High School

The Future

Ryburn Valley High School’s Student Services department plans to continue using the ScanSnap iX500 in their offices, and to introduce more units if possible. Staff members have seen the benefits of the scanner’s paper management capacities in a range of different areas, including the improved communications with teachers, students and parents, and the time saved on all administrative processes. The paper management system has allowed them to monitor the student’s affairs more closely and the school intends to keep on improving in this area. The school’s eco-friendly objectives can also be further supported through paper management with the ScanSnap into the future.

The school is also considering introducing Fujitsu ScanSnap scanners in the IT classrooms. They have used other brands of scanners in the past but now find these to be quite dated. The Network Manager believes that the compactness and the speed of scanning that the ScanSnap range boasts would be a welcome fit for the students’ needs.

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