Student Management

ASPIRE Permission Forms: Legal guardians provide student permission to: (a) participate in ASPIRE Career and College Readiness activities; (b) allow community volunteer mentor access to student academic records (for the purpose of assisting student in postsecondary planning); and (c) communicate in-person or electronically with mentors according to the district's policy.

Options for Receiving ASPIRE Permission Forms:  

• Option 1. OPT IN: Students return Permission Forms prior to meeting with community volunteer mentors.

ASPIRE sites can choose to include permission forms in fall registration packets (only students with completed/returned forms can participate in mentoring program).

• Option 2 OPT OUT: Many ASPIRE sites have found that implementing the Permission Opt Out process is the best way to remove barriers for students to receive the support and assistance they need in a timely manner. All legal guardians (parents/caregivers) are sent an ASPIRE participation notification with information on the program and its services. Parents/guardians only need to respond if they do not want their student participating in the ASPIRE program.

• Student Permission Form (English)
• Student Permission Form (Spanish)

Implement Permission Opt Out – removing the need for physical permission forms

Without the constraints of students having to bring in a permission form signed by parents/guardians you can connect students with community volunteer mentors immediately. Create a system to send Opt Out verbiage to new students/parents/caregivers in registration materials or by other written communication (mailing, email, newsletter, etc.)

Steps to implementation:

1. Communicate with your ASPIRE Access Specialist your desire to become an ASPIRE Opt Out site
2. Include ASPIRE Logo and send Opt Out verbiage to all parents/guardians of students at your site by mailing, email, newsletter, etc. Sending this in multiple ways is best to ensure parents/guardians have seen it.
3. Once Sent out – Email your ASPIRE Access Specialist the document/email/newsletter you sent to families to be added to your site file
4. If possible, add ASPIRE Logo and Opt out Verbiage to your website so families have access to the information
5. Establish a system (typically with the registrar) in place to give Opt Out verbiage to all incoming new students and parents/guardians

Opt out Language for your communication:

You may add to this language, but the base of this verbiage needs to remain the same.

In the [Name district] we are determined to create a strong career & college going culture in our high schools. [Name District and/or ASPIRE Site] has embraced the State of Oregon’s ASPIRE program that offers education, support, and mentoring opportunities for all students.

 ASPIRE student supports include 1:1 mentoring, group mentoring, and activities or events that focus on career exploration, career and college research, admissions applications, scholarships, and financial aid. If students choose to participate in the mentor program, it is important to know that all ASPIRE staff and community mentors go through a background check and that confidentiality is required as mentors will have access to student academic records. Mentoring will take place in person or in a combination of virtual, electronic communication following [Name of ASPIRE Site/District] guidelines. If you do NOT want your child to participate in the ASPIRE program, please contact your [name of school] College Coordinator [or specify your staff titles] to opt out of the ASPIRE program.

Frequently Asked Questions

1. When is the Permission Form required?
   • For students meeting with community mentors
   • All high school & MS students participating in the program (mentored by community volunteers).
2. When is the Permission Form NOT required?
   • For students who just need occasional help – drop-in services
   • Student not receiving 1:1 mentoring, but receive ASPIRE services in the classroom, group mentoring, episodic volunteers
   • Students meeting with site staff
3. Can I use the same signed Permission Form year-to-year? For example, a freshman has a signed permission form in 9th grade and continues ASPIRE until they graduate.
   
   • Yes.
4. Can our feeder middle school send me their student permission forms to use for the high school program?
   
   • Yes. Reach out to your Access Specialist to help facilitate the transition.
5. How do students submit a Permission Form if they are homeless and under 18?
   
   • Work with your McKinney Vento coordinator or homeless advocate. Refer to your school’s policy.
6. Should I include Permission Forms in my site’s registration packet?
   
   • Yes! You may need to change the perception on what it means for a student to have submitted a Permission Form—let students and families know that their student will be matched when there are enough mentors and/or let them know that have the Form will allow their student to participate in ASPIRE activities during the year.
7. Options for Receiving Permission Forms:
   
   • OPT-IN: Students return signed Permission Forms (paper or electronic) to the Coordinator
   • OPT-IN: Include Permission Forms in your fall registration packets
   • OPT-OUT:
     
     • Add a checkbox to your schoolwide permission waiver that includes an explanation of ASPIRE and its services to students
     • All parents/guardians are sent (email, document in registration packet, or mailer) an ASPIRE participation notification with information on the program and its services. Parents/guardians only need to respond if they do not want their student participating in ASPIR

• Our Recruitment Planner has several recruiting actions you can take, whether you have an established program or are just starting out. Set target dates and take note of which methods are most effective at your site.

• Tabling at events where students and parents are present: registration, back-to-school nights, financial aid nights, parent-teacher conferences, etc.. Here you can talk with parents about the program and get signed Permission Forms: English | Spanish completed.

• Ensure staff know about the program through formal and informal conversations and know they can refer potential students to you.

• Visit different classes, meetings, and assemblies to speak about ASPIRE

Matching Students with Mentors: students can be matched to volunteer mentors based on shared traits, career goals, or mutual interests

Matching Forms: for Student to complete | for Mentor to complete

Tracking Student Progress: volunteers and coordinators use Student Trackers to monitor a student's progress, allowing any mentor to pick-up right where the last one left off. You can download student trackers using the link below or order free copies.

Student Trackers:

• • High School- Print 
  • High School- Fillable PDF