Streamlining the RACE application process
1. Create a Shared RACE Application Calendar
• Develop a timeline for the entire RACE process, including deadlines for application
submissions, documentation gathering, and meeting dates.
• Use shared digital calendars (e.g., TEAMS or Microsoft Outlook) so that all support
teachers are aware of important dates and can align their efforts.
• Assign specific time blocks for team discussions, status updates, and collaborative
tasks.
2. Designate Roles and Responsibilities
• One person needs to oversee the process and ensure everyone stays on track.
• Divide tasks, such as gathering required documentation, assessing eligibility, and
communicating with parents, among support teachers based on strengths or past
experience with the process.
3. Create a Centralized Digital Repository
• Use TEAMS to store all RACE-related documents, including application templates,
checklists, assessment reports, and parent consent forms.
• Ensure all support teachers have access to this repository to upload and retrieve
necessary documents, which can eliminate redundant requests for information.
• Organize the folder structure clearly, with separate folders for each student, ensuring
confidentiality and easy access.
4. Hold Regular Collaborative Meetings
• Schedule weekly or bi-weekly meetings for all support teachers to discuss the
progress of each application, resolve any issues, and make necessary updates.
• During these meetings, review the timeline, check for upcoming deadlines, and
confirm each teacher’s progress on assigned tasks.
• Encourage open communication to address any roadblocks and offer support where
needed.
5. Set Up an Efficient Communication Channel
• Use a group chat or communication tool (like TEAMS) dedicated to the RACE
application process, where teachers can quickly ask questions or share updates.
• This will allow everyone to stay informed in real-time, which is particularly helpful
when handling multiple applications or needing prompt responses.
6. Establish a Tracking and Monitoring System
• Use a shared spreadsheet or project management tool (TEAMS) to track each
application’s progress, including submission dates, document statuses, and
accommodations requested.
• Assign colour codes to visually identify which applications are in progress,
completed, or pending.
7. Create a Database of Resources and Assessment Tools
• Assemble a resource database that includes common assessment tools, eligibility
criteria for accommodations, and sample responses.
• Make these resources easily accessible so that teachers can quickly refer to them
without repeatedly searching for materials or clarifying eligibility requirements.
8. Conduct Joint Parent and Student Meetings
• Schedule combined meetings with parents, students, and the involved support
teachers to explain the RACE application process, outline responsibilities, and gather
needed information in one go.
• These meetings help manage expectations, provide clarity on the application
process, and ensure that parents and students have the necessary information about
accommodations.
9. Implement a Review and Quality Control Process
• Designate a final review stage before submission where each application is reviewed
for completeness and accuracy.
• Quality control minimizes errors, ensures that applications meet requirements, and
reduces the likelihood of delays or resubmissions.
10. Gather Feedback and Improve the Process Annually
• After the application cycle is complete, we need to gather feedback from all support
teachers to identify challenges and potential improvements.
• Make adjustments to the process, templates, or tools used to streamline future RACE
applications based on this feedback.
By implementing these steps, the RACE application process can become more collaborative,
efficient, and organized.