The Importance of Materials Management
The goal of teaching materials management is to help students develop and follow a routine to manage their school materials. Materials management is prioritized because it is a prerequisite skill and critical to academic success. How can a student prepare for a test if they have misplaced the notes? How can a student know what assignments need to be completed if they are unsure where to look on Google Classroom? In these cases, the necessary materials management skills, not the academic ability, are interfering with performance. Therefore, it is essential for educators to support students’ development of materials management strategies. As a result, students can more effectively complete academic tasks.
Master Filing System: Physical Files and Papers
The purpose of the master filing system is to help students keep all their classwork and homework papers in one place that provides easy, logical access.
The master filing system requires a master student binder or a master student folder plus a master student file.
- The master student binder is a full-size, sturdy, three-ring binder, preferably with a zipper around the edges. It includes dividers for each class, plastic page protectors, looseleaf paper, and a three-hole punch designed to fit into the three-ring binder.
- An alternative approach is the master student folder. For each class, students have one plastic report folder with storage flaps, page protectors, and looseleaf paper. Ideally, each class folder is a different color. To engage students in the organizational process, a good project is for them to purchase or make book covers that match their folders. Students keep a three-hole punch in their desks or backpack toolkits.
- The master student file is a sturdy accordion file or a container for hanging files, such as a file cabinet or crate. It should have enough sections or hanging files to hold a full year’s schoolwork and be at least 12 inches deep. This file may be kept at home (a bit risky) or in the classroom.
Teachers begin by explaining the master filing system to students and showing them a sample system. Teachers reinforce that the master student binder or folder goes back and forth to school on a daily basis. The binder or folder is required for all schoolwork and homework, from referring to notes or reference information in class to filing completed homework so it is ready to turn in. Once students have their materials, they label their binder dividers or folders for each class. They place note-taking paper in each binder section or folder as well as a few page protectors for important reference information (e.g., periodic table, multiplication facts, frequently misspelled words, and homework buddy lists).
In class, teachers remind students to take notes on paper from the appropriate binder section or folder. Teachers also remind students to write down the class and date for easy filing should papers go astray. Students file handouts, returned quizzes, and the like in the section of the binder or folder that corresponds to the class.
The Master Filing System: Digital Files
Even students who have mastered the organization of their paper-based materials may have difficulty keeping track of their digital files. Some students need explicit instruction on how to organize their computer materials logically.
The purpose of a master filing system for digital files is for students to keep all their computer work organized for easy, logical access. Students’ computer files should be organized in the same way as their paper files. They create one folder for each class. Within that folder, they create subfolders to organize homework, essays, notes, and other. It is essential that students learn to name their documents clearly. For example, naming a document Essay is vague, while naming it American Revolution Essay is specific.
Mastering the Routine
As with any routine, consistent use and guided practice are the keys to success. Students need to develop good habits, including promptly three-hole punching papers or consistently naming their electronic documents
The key is for students to clean out their binders or folders regularly and delete any electronic files no longer in use (e.g., early drafts). Ideally, part of the clean-out also involves reorganizing any physical or digital files that may have been incorrectly filed originally. Many students need dedicated time and explicit modeling to successfully maintain this level of organization; this is even true of high school students. If teachers provide consistent support, in time, students begin to see how the system benefits them.
