Streamlining Special Education Documentation at RSU 57

Boosting Operational Efficiency and Compliance Through a Cost-Effective eSignature Solution

RSU 57's Special Education Department faced the challenge of maintaining efficient operations and compliance during unprecedented times. When remote communication became essential, they needed a solution that would streamline their documentation process while remaining cost-effective.

Nora Lantagne, Assistant Director of Special Education at RSU 57, shares how Blueink transformed their document management and compliance processes:

"Blueink has streamlined our process for collecting signatures needed for special education compliance, especially during the COVID-19 pandemic. Fewer forms are lost in backpacks and our postage costs have decreased significantly. COVID challenged us to examine and change some of our processes, and this is one of the bright spots that will become part of our new normal."

The Challenge: Maintaining Compliance in a Remote Setup

RSU 57's Special Education Department faced a critical challenge when in-person IEP meetings suddenly halted.

Two essential documents needed digital solutions to be delivered immediately: Parent Permission to Email IEP information and Advanced Written Notice. Without the Parent Permission, teacher’s can’t communicate with parents remotely. Meanwhile, the Advanced Written Notice must be sent to the parent before the IEP meeting to communicate where the meeting will occur and what will be discussed.

Traditional methods resulted in only a 50% document return rate, with forms often lost in student backpacks or delayed through postal mail. The department explored various platform options, including DocuSign, but faced prohibitive costs of $4,000 for just 10 users. 

As Lantagne notes, "Over the past five years, we had different processes that had us thinking that we could get away with avoiding electronic signatures. But all options we tried were clunky. Teachers didn't want to use them, and parents definitely weren't going to use them because of all the add-ons."

How Blueink Streamlined Special Education Operations

Blueink's impact on RSU 57 is evident through several key innovations that streamlined their document management process:

Multi-channel Delivery System: The department implemented a multi-channel approach to ensure document completion. 

"Now, we've developed a routine where we send a form via email; if they don't return within 24 hours, we're able to change the delivery method to a text message. Documents are no longer lost in transit," explains Lantagne.

Streamlined IEP Process: The platform enabled seamless management of IEP documentation, reducing completion time from five days to just 24 hours. This efficiency particularly shined during hybrid and remote meetings, ensuring no signatures were missed regardless of circumstances.

Enhanced Parent Engagement: Blueink's intuitive interface improved parent engagement and response rates, eliminating the need for follow-up calls and reducing administrative burden on staff.

Immediate Impact and Results

The transition to Blueink, completed through personalized, one-on-one training and recorded sessions for staff review, delivered immediate and measurable improvements across three key areas:

Operational Efficiency

After integrating Blueink in their workflow, RSU 57 achieved unprecedented efficiency in their special education documentation process:

• 97% return rate within 24 hours
• Eliminated lost documents in student backpacks
• Reduced administrative burden
• Streamlined IEP meeting documentation

Cost Efficiency

The Special Education Department realized significant cost savings while expanding their digital capabilities. The financial benefits extended beyond the initial savings:

• 65% cost reduction compared to DocuSign
• Eliminated postage expenses for document delivery
• Reduced administrative overhead costs
• No additional fees for enhanced features

Process Improvement

Blueink's intuitive platform seamlessly integrated into daily operations and transformed how RSU 57 handles documentation, creating a more efficient and reliable system. The improvements were evident across all workflows:

• Multi-channel delivery options (email and SMS)
• Automated tracking and compliance monitoring
• Enhanced parent communication channels

Setting New Operational Standards in Special Education

RSU 57's implementation of Blueink demonstrates how the right eSignature solution can transform special education operations. By combining cost-effectiveness, ease of use, and superior functionality, Blueink has helped the district achieve new levels of efficiency and compliance.

Even for in-person meetings, Blueink proved invaluable: "Even when we had sit-down meetings, people had to leave early or show up late, and we'd end up chasing down signatures." The platform's flexibility ensures no signatures are missed, regardless of circumstances.

Ready to transform your documentation process? Schedule a demo today.