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Follow up, follow up, and follow up!

About the Solution

Our school district is in New Jersey and we have 4 high schools and 1 middle school.  We have implemented the following to tackle the verification process every October:

  • Mail 1st notices (Form 236), as well as:
    • Robocall (after 5:00 PM) using SchoolMessenger to inform parent/guardians to expect a letter in the mail regarding verification
    • Send an email to each parent/guardian explaining the verification process and attaching Form 236.
      • Copy the student’s counselor in the email.
  • Mail 2nd notices (Form 21), as well as:
    • Robocall (after 5:00 PM) using SchoolMessenger to inform parent/guardians to respond to the verification request
    • Send an email to each parent/guardian explaining the verification process and attaching Form 21
      • Copy the student’s counselor in the email.
  • Mail Final notices (Form 236), as well as:
    • Robocall (after 5:00 PM) using SchoolMessenger to inform parent/guardians that they have not yet responded to the verification request
    • Send an email to each parent/guardian that this is the final notice and attaching Form 236
      • Copy the student’s counselor in the email.

We have a 1st, 2nd, and final notice sent to the households and for each one of these a robocall is sent as well as an email of a copy of the notice.  All notices are printed in English and Spanish.  Each letter sent to the household has an enclosed pre-stamped envelope where they can input their documents and mail it back to our office.  The envelopes are clearly marked that the sending person is our school district from the Foodservices Department.  Each one has the Form # marked on the lower left hand side of the envelope.

The envelope to the households will be revamped for October 2017, so it can stand out even more.

To increase our verification response for October 2017 we will also implement the following three approach:

  1. Gather the full carrier address of parent’s cell phone numbers and send them a MMS text message.  The text message will be as simple as:
    Subject: John Doe’s Meal Verification
    Message: A meal verification letter has been mailed and emailed to you. Please respond to our request as soon as possible.  If you have any questions please contact 555-123-4567.
  2. A verification flyer (in English & Spanish) will be attached to all household mails.  The idea came from SAMPLE SOLUTION #1: “Verification Flyer”
  3. Gather a list of error prone applications and send robocalls the last week of September.  The robocall will inform household of verification and what they will expect if they are selected.

 

Solution updated 5/16/2017

 

Submitted with the associated file(s):

One Discussion for "Follow up, follow up, and follow up!"

  • Cathy
    I think the stamp on the outside of the envelope indicating the contents may be cause for concern with regards to confidentiality issues/policies.

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