At the end of each term, all paper documentation that must be saved is compiled and placed into a term archive box that is place in the storage closet up the stairs by the mail room. To see the processes for archiving prior to creating the box, see the Archiving ACES Paperwork and Archiving Summer Day Camp Session Paperwork pages.
Sort all payment sheets from the term. They should be separated by month and by department. If a payment is split over more than one department, the sheet goes in whichever category a larger amount of the payment went towards. Example: January HCAD Payments
Separate all consents, class change forms, and other paperwork by type. These do not need to be sorted by month or department.
Double check that all rec gymnastics and archery attendance sheets have been fully entered and double checked in Ideal-Logic. Separate archery and rec gymnastics attendance sheets.
Double check that all ACES or SDC paperwork has been correctly archived in the brain, as outline above. If it has, separate paperwork into each different ACES day or SDC week.
Using pieces of paper, label each category outline above. Example: February HGYM Payments, Rec Gym Attendance, ACES day 3/12 etc… would each be separated by a labeled sheet of paper.
Place all labeled and separate paperwork into an old paper box (ask the PAC office for a box).
Label the box with the appropriate term and year and take up to the storage closet.
Example: Gymnastics Fall 2022 Archiveed Attendance (or health logs)
Once all documents are saved in the correct folder in the brain, delete them out of the copier inbox, return all papers to the archive folder, and return the folder to the bin. Check the task off of the checklist.