New Registration Form for CIH Families

As from today (1 July 2016) all coordinators are required to use a new  FamilyRegistrationForm when registering families.  This is required to capture some additional information about participating families, including date of birth and children’s names and birth dates.  We have an online version of this sign-up form in the secure area of the CIH website (Coordinator Resources):

Coordinators are required to transfer the data from the registration form to the online form and this will populate our google sheets.

This is the first step in a new integrated approach to data capture, where CIH family data is entered in one place only, something many of you have been asking for, for some time.  This is a work in progress, so there might need to be some manual back office updating before everything is working as we need it, but we have to start somewhere.

It has already been suggested that maybe families could enter the data themselves as part of their first class.  This is a possibility (assuming they have the confidence to do this) but the forms would still need to be completed manually some time before the start of the first class, as they are also used to help schedule classes at a time that suits everyone.

Anyway, let’s give it a go and we can improve our processes as we move forward.

Chris T has raised some points below and I have included my comments by way of a response:

Chris:  Actually, I’ve had another look at this form and think there’s some other things missing.  There’s no provision for providing contact details for prospective participants.

My response:  There is provision for a physical address and a phone number.  What other contact details would you expect, given that it is highly likely applicants would not already have an email address, or if they did, no computer to access their email.

Chris: There’s no “features and benefits” for prospective participants.  For example:  They are entitled to a computer, subsidised internet connection and tech support.  

My response:   I guess this could be added, but I would have expected this to be explained at the parent information evening or through other communications.  The registration form is really just intended as a registration of interest and to help trainers plan a suitable training time.

Chris: You could also cut down on space by replacing the table under the question “what time suits? and put Morning/Afternoon/Evening on one line and Days of the week on the next line.

My response:  This becomes a problem when “Tuesday Morning”, “Wednesday Afternoon” and “Thursday Evening” all suit.



4 thoughts on “New Registration Form for CIH Families

  1. Rebuttal: Point 1. I mean school/partner or coordinator contact details for the completed form to be handed back. These forms get given out by the trainer or technician as well as being available from the school or the library. Even participants often ask for a rego form for their friends or family. The form itself needs a clear point of contact for someone it can be given back to. It’s no good saying give it back to the school when you may be dealing with a REAP organisation and participants may have kids at multiple schools.
    Point 2. People forget. They may remember that they get a computer, but often they hear some really cockamamie stuff that was never said at the information evening. I’ve had someone tell me that I told them the internet was free …… “and now you want me to pay for it!” Also, some people never go to an information meeting, just get given a form to fill in. This form doesn’t give any indication what it’s for really, or what benefit is in it for them, but there’s no question if this is clearly in black n white on the registration form.
    Point 3. I’ve never had a problem with the Tuesday afternoon, Wed morning or Friday afternoon thing. They tick or circle every day they’d be available, and most of the time, it’s either morning or evening. On the rare occasions where their schedule is so proscribed, they simply just tell me or scribble it in the margin. It’s also extremely rare that they want an afternoon class for some reason. Don’t know why.

  2. I see this form as a registration form and it’s great for our purpose as these are the questions we work through with families before they start. We have another whole form for enrolment that gathers more detail and is completed at the first session, we use them as starting points for our conversations and we work with the learner. These forms are stepped through with people, questions are explained, people understand their commitment better and are happier to participate when they know all the ‘rules’ around becoming a participant. It’s also about one step at a time, I don’t go into the myriad of information about the documentation or compliance around everything that will happen over the next 10 weeks, the agreements, the expectations. At this stage, they’re signalling an interest in doing the course, we’re finding out about their family, their motivation, whether or not they’re going to pay up and we’re getting them started. Why put pressure on them at that point, “Welcome to us, before we start, you’ll be filling in 20 forms, and 5 Google surveys, I’ll be in your life for 18 months annoying you about your achievements taking photos and interviewing you for stories and somewhere in all that, we might teach you how to use a computer – won’t that be fun!” Just let them come in with this simple form, that talks them through what’s right in front and organises with them, the days and the times, it demonstrates their immediate commitment; the purpose is for them to get a computer and some skills at home for their children, they’ll be coming for 10 weeks and paying $50. If they ask questions, answer the question simply and reassure them. Then down the track there’s another process for getting a computer and another one for getting the internet and then another one for registering for research purposes. People don’t mind the process at all, as long as it’s consistent and they feel comfortable with the person bringing the form to them.
    I also think there is a massive risk in using words like ‘benefits and entitlements’ in this space. The Government (our funding provider) has a mild aversion to both concepts and to be honest we want our families to become familiar with technology and enjoy the challenge of learning – participate with their children, – not come because they’re getting a computer and the internet. (That might be the incentive (another swear word)? They know it and we know it, but it’s not our kaupapa.

  3. Hi Laurence I use the Registration as a second check on the criteria. So I have the question on it “Are you the primary caregiver?” they still might be eligible e.g. shared parenting or grandparent doing daily afterschool care but it means an Aunty who sees the kids once every six months is excluded. It’s really important here.

  4. Another thing missing is “I don’t have a computer, laptop or chromebook at home” would have thought this was fundamental

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