School Instrument Repair Process

Well, I'm officially off contract until the beginning of August. Does that mean I stop working? For me, no. However, I enjoy the freedom of setting my own schedule during the summer of when I want to work and what I want to work on. I am a planner and have already set the calendar for next year, created and printed my paper planner for the upcoming school year (with events already written in) - see previous blog entry regarding creation of a personal paper planner, updated the band handbook, created seating charts, updated Charms (our database with student information and more), chosen pieces for each performance for both the Honors and Beginning Bands for the year, created new budget spreadsheets for the upcoming school year and updated the system we use for sending off school instruments for repair. In the past, we've used an Instrument Repair Log that was kept on a clipboard in the band office. We wrote down the date, instrument information and serial number, student name to which it was assigned and the repairs needed. When an instrument needed repair, it was written on that log so that when the music store representative came to pick up repairs, we knew which instruments to send for repair. As instruments were brought back from repair, we'd put a checkmark next to the entry on the log. Not all of us directors used the log consistently and there wasn't ever a return date marked in. I started writing that in on the edge of the entry. I also struggled a little with keeping track of which repairs were on which Purchase Order (we receive a budget for the year from the district Fine Arts department and that amount is matched on the Campus level - two separate accounts). So I created some new documents to help with the whole sending school instruments for repair process. 

When a school-owned instrument needs repair and one of us directors can not fix it, the first step will be to fill out an instrument repair slip to be put in the case of the broken instrument. It looks like this: 

This will help the music store repair person. The director will also fill in an entry on the Instrument Repair Log that will be on a clipboard on a bulletin board in the band office. It looks like this:

The instruments needing to go to the music store for repair will be put on a cart inside the band office (with the instrument repair slip in the case) once both steps are completed. When an instrument returns from being repaired, the date will be recorded on the instrument repair log and the instrument will be put back in its locker. I will then sign and copy the invoice, scan it and email it to the appropriate secretary. I will also fill in an entry on a google spreadsheet that will keep track of the amount left on the PO for those repairs. I have included a formula in the spreadsheet that will subtract from the allotment for that purchase order. I included a column to designate whether the PO is from the campus or Fine Arts account. It looks like this:

At the end of the school year when students turn in their instruments for inventory/cleaning, I will have the woodwinds complete a worksheet that will aid in identifying what repairs might be needed. We have a district supersonic cleaning tank for our brass instruments that we utilize each summer; and we only send instruments for needed repairs. Here is what the woodwind worksheet looks like:

As a middle school band director, there isn't much "extra" time in the day to do much of anything. Having organized processes in place help to keep the program running efficiently. I hope this entry has helped give you some ideas to have an organized and efficient system for managing repairs of your school-owned instruments.