I SIGNED UP . . . NOW WHAT? PEN PAL PAIR UP BREAKDOWN + FREEBIE

Saturday was totally mind-blowing.  In five short hours the Pen Pal Pair Up opened and shut its doors.  A total of 812 teachers managed to beat the buzzer and signed up for me to play classroom matchmaker.  Looks like I have some serious work to do . . . 406 total pairings to be exact.  

Before I get into the details you need to know . . . I did want to thank everyone for their interest.  Although this take hours and hours for me to do every year, I truly love working to make connections.  

Also, I just have to say this to make myself feel better . . . if you didn’t make it in this year, I’m sincerely sorry.  I wish I could match everyone, but there just aren’t enough hours in the day 🙁  However, I will be back around this same time next year for the 4th Annual PPP-UP!  I always give about week’s notice prior to the event and announce both the day and the exact time things will get going. Along these same lines, I did want to mention that there has been some chatter over on my Facebook page.  People who didn’t get in are trying to find a match on their own via the comments of the Pen Pal Pair Up posts.  You may want to check these out 🙂  On a final note, if you didn’t make it in, you may want to check my blog from time to time.  If emails bounce back or things don’t match up during the pairing process, I will do an all-call for teachers who might be interested in specific matches.  

Alright, now that all that is out of the way, we can get down to biz.  I figured I better shed a little light on what’s next for all you alls who were able to fill out the Google Form.  I have had a few questions tossed my way, so let me just lay it all out there for ya . . . 

• How do I know if I got in the pair up? – If you were able to fill out the Google Doc, you are in the mix.  I promised the first 500 in the door would get paired, but I am going to match ALL 812.  Call me crazy . . . but, I’m in this far, right??!
• When should I expect my match? – With that large of a number, it will take me a while to get to you.  The whole process takes about three weeks.  It takes this long because it looks like this . . . 

The Google Form produces this hot mess. ‘Scuze the blurry mess . . . I got rid of your emails 🙂 These get cut apart (um, thanks MOM . . . she helps me every year).

Next, I head to my parents’ house and use their big table and kitchen counter space. Mom and I sort the strips by grade level (see top photo below – that’s one of the smallest groups!) I go through and make pairs and she tapes them down on the correct colored strip. Henry Ford would be darn proud 😉

Finally, I take those pairs and send INDIVIDUAL emails to each match. That’s the part that takes so long, but it will happen.

• What do I do when I get my match? – When you get an email from me it will introduce you to your partner and give directions.  I ask that you email your match right way so you two can connect {don’t worry . . . it repeats all this in the message}.  
• My partner didn’t email me back? – If they don’t get back to you within a couple days, try again.  If you don’t hear within a week, email me and I’ll see what I can do.  I can’t make oodles of promises to these folks as most of my pool to pull pairs from will be already gone.  However, I promise to try with all my might.
• What if I don’t hear from you (Teacher Idea Factory)? You will hear from me unless your email was put into the sign up form incorrectly (there are always a handful of these every year)!!!  Remember, it will take a while to contact you due to my stupid wrists (the electronic box and I haven’t been getting along as of late).  However, I will give updates on my blog that outline which grade levels have been completed and estimated contact dates.  I WILL GET THROUGH THEM – just stick with me!  However, if your grade level’s completed date passes and you haven’t heard anything . . . come after me!  I put the first grade level outline down below (it’s subject to change at any time, so keep checking).  We are going on vacation later this week for 10 glorious days, so it pushes out some of the dates a bit — sorry friends, but Seattle and Portland are calling my name 🙂  

Once you and your match have connected, the rest is up to you guys.  Work together to create a connection and exchange that works for you.  

I do want to make one quick disclaimer here.  Please know that it is out of my hands once I pass off the match.  I really do my best to find you a solid partner, but there is no way for me to know if the person on the other end of that Google Form is going to follow through {giving the evil eye here}.   

Is your head spinning yet??  Don’t worry . . . it’s really easy once you get going. PROMISE 🙂  I outlined a few ideas and tips to help jump start things for you and your partner. 

• Set a schedule – I suggest picking out a day every month that you always write.  We are going for the last Tuesday of every month this year.  
• Parent permission letter – some schools will require a parent permission letter.  I made one for you (just click the picture – I made one for state to state connections as well as overseas matches).  

• Get it going early – in the past I have waited to get the ball rolling.  I suggest that you DO NOT follow in my footsteps.  We will be kicking it off early this year.  The kids absolutely LOVE getting the letters and if you start around the holidays, that limits the number of exchanges.  

• Think about shared writing – shared writing is a great way to introduce your classes (especially in the little grades).  When kiddos can’t write all that well yet, a group letter provides a great introduction to friendly letter writing and your new crew.  It’s an easy way to get the ball rolling.
• Techy works too –  you don’t always have to write snail mail style.  Think about emails and Google Hangouts.  Also, what about creating an electronic book or Power Point presentation?  All of these are fun ways to mix things up and save on postage from time to time 🙂  
• Homework option – I run into trouble sometimes around the mid-year mark.  Things really heat up in class and it is SO easy to overlook your poor pen pals.  What about sending the pen pal letter writing home for homework every so often?  Check back later this week and I’ll have a freebie homework page for you!

If you are looking for more quick and easy Pen Pal templates and ideas to help simplify the whole process, I do have a packet available if you’re interested.  (No pressure though . . . I match ya for free.)  This collection introduces friendly letter writing and offers up oodles of levelized templates (ranging from big dotted lines and ample picture space to smaller big kid lines).  It also provides many “out of the box” ways to connect with classroom pen pals – not just your basic friendly letter.  This packet has over 75 pages of pen pal goodness jammed inside!  Oh, and it’s on sale until I type that very last pair up email – a little offering to let y’all know I am good for it 🙂