Personal organization of staff

ClearSync allows administrators, teachers, and coaches the ability to create personal calendars and contact lists that they can keep secure, yet view on any computer and synchronize with Palm handheld devices (e.g. Treo phones). Full users can create any number of ClearSync calendars and contact lists, each of which can be personal or shared with any group including families or other outside groups.

Coordination between staff

ClearSync users can create calendars and contact lists that can be securely shared between any staff groups such as front office, financial team, athletic staff, etc. Calendars can be shared with details hidden to allow co-workers to find available open time slots, without being able to view the details of their co-workers' schedules.

Communication of school events and contacts to families

ClearSync users can create calendars and contact lists that are publicly shared. Each parent or student can subscribe to calendars and/or contact lists through links on the schools web site or links emailed to the school families. Once the initial links are established, changes made to the calendars or contacts are automatically propagated to all subscribers.

As and example of the first access method, refer to the following link www.highpointacademy.org and click on either the all-school Calendar button at the top of the page or the Athletic Calendar link near the center of the page. Here the school office staff uses the downloaded ClearSync application with the password protected accounts to create, edit, and manage their public calendars. ClearSync public calendars can be displayed as stand-alone web pages or as calendars embedded into an existing web site. Visitors to their web site with no setup can view groups of calendars and individually turn each one on and off.

Parents and students who wish to view these calendars merged with their own personal calendars or view these calendars on the Palm OS handheld device can proceed to a second, more advanced access method. These families would setup ClearSync accounts and subscribe to calendars and/or contact lists through links on the schools web site. Once the initial links are established, changes made to the calendars or contacts are automatically propagated to all subscribers.

School staff can create any number of calendars including ones for individual sports, clubs, and activities, as well as a calendar with events of interest school wide. Each parent and child can choose which calendars they wish to subscribe to and view.

Individualized curriculum calendars

The school staff can create a calendar for each class taught at the school. These may originally be created by a centralized curriculum coordinator, but then modified by each teacher. Students or parents may subscribe to the appropriate classes attended by their students. Teachers my insert assignments, lesson information, test dates, or other relevant information about their classes. After initially subscribing to the calendars, any changes made by the teachers are automatically propagated to the student calendars.

Telephone book replacement

Many schools collect family information and publish a paper booklet for distribution so families can easily get in touch with each other and the school. This information can be entered into ClearSync contacts and families can use ClearSync to lookup contact information for other school families. This electronic information can be made available earlier, it can be updated instantaneously, and it avoids the cost and effort of printing and distributing the paper book. It can also act as a low cost adjunct to a paper book if desired.

Family contact information is likely to be considered much more confidential than school calendars. While many calendars may be published as publicly shared resources, family contact information should be published only to ClearSync private sharing groups. These sharing groups can be joined only via emailed one-time-use invitations. Schools can choose to organize the family information into categories by grade and then allow access to only those within the same grade or for the whole school.

Financial Model

The ClearSync security and sharing model works only if each user has their own account. Normal full-featured accounts (Silver) cost about $20/year for the first person and $10/year for additional people. Thus a 40 person staff would cost $410/year. A premium account (Gold) supports more rapid automatic sync and wireless sync for those with wireless Palm handheld devices (e.g. Treo smartphone) and more. Gold costs $60/year for the first person and $30/year for additional people. Thus a staff with 30 Silver accounts and 10 Gold accounts would cost $630/year.

Students, families, and others who would like to view calendars and contact lists but do not need the ability to create or edit them and also do not need to be able to sync them with a Palm handheld, can use a ClearSync Free account. They still need to register for an account but it does not cost anything.

In special cases, ClearSync will gift the costs of the school staff accounts, at least for the first year, in the hopes that many school families will learn about ClearSync, will want to create their own calendars and will upgrade to a paid ClearSync account. In order for this gift to be worthwhile, the school must create useful, accurate, and updated calendars and contact lists and successfully make students and parents aware of them.

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