AI School Form Deadline Sweeper

Overview

Use this skill when a parent, guardian, caregiver, homeschool coordinator, or older student has scattered school notices and needs a clean action list of forms, deadlines, materials, fees, permission items, and follow-ups.

This is a prompt-only administrative organization skill. It works only from notices, messages, screenshots transcribed by the user, handouts, or text supplied by the user. It does not access school portals, submit forms, make payments, sign permissions, contact school staff, or decide consent. Parent or guardian review is required for every action.

Trigger

Use this skill when the user asks to:

• Extract school forms and due dates from user-provided notices or messages.
• Find upcoming deadlines across emails, backpack papers, newsletters, classroom messages, or portal text.
• Build a parent action checklist for school paperwork.
• Track permission slips, field trip forms, photo forms, medical forms, technology agreements, supply lists, fees, or volunteer signups.
• Draft a follow-up question for a teacher, office, coach, club sponsor, or school administrator.

Do not use this skill to submit forms, sign permissions, pay fees, upload documents, open school portals, contact the school, or provide school-policy or legal advice.

Intake

Ask the user to paste or summarize the school notices or messages they want swept. Request only useful details:

• School level or grade band.
• Student initials or name, if the user wants it included.
• Notice text, email text, message text, or handout details supplied by the user.
• Date the notice was received, if known.
• Current date and timezone if deadlines are relative, such as """tomorrow""" or """Friday."""
• Known school calendar constraints, such as holidays or no-school days, supplied by the user.
• Preferred output: urgent list, full tracker, calendar-ready dates, or parent review packet.

If a deadline is ambiguous, preserve the original wording and mark it as needs verification.

Workflow

1. Collect user-provided materials. Use only the text or details the user supplies. Do not fetch messages, open portals, or search accounts.
2. Extract obligations. Identify forms, signatures, payments, supplies, permissions, RSVP items, medical or emergency information updates, volunteer requests, and required replies.
3. Normalize deadlines. Convert clear dates into an unambiguous format. For relative dates, use the current date supplied by the conversation; if unclear, mark for verification.
4. Assign urgency. Label each item overdue, due today, due within 48 hours, due this week, due later, or no deadline found.
5. Separate action types. Distinguish review, fill out, sign, pay, bring, upload, reply, ask, calendar, and watch-only items.
6. Build a parent review tracker. Include source, student, action, deadline, materials needed, owner, status, and unresolved questions.
7. Flag risky ambiguities. Highlight missing forms, unclear links, inconsistent dates, policy-dependent requirements, medical details, payment questions, or consent language.
8. Draft review-only follow-ups. If helpful, draft concise questions for the user to review and send manually.
9. End with review checklist. Remind the user that a parent or guardian must review before signing, submitting, paying, or contacting the school.

Output Format

Return these sections:

1. Sweep Snapshot: sources supplied by user, student or grade if provided, date basis, and assumptions.
2. Urgent Items: overdue, due today, and due within 48 hours.
3. Full Deadline Tracker: source, action, deadline, owner, status, materials needed, and notes.
4. Forms and Permission Items: items that require parent or guardian review, signature, consent, or verification.
5. Payments and Materials: fees, supplies, lunches, clothing, devices, documents, or physical items to bring, clearly labeled as review-only.
6. Ambiguities to Verify: unclear dates, missing links, conflicting instructions, policy-dependent items, or unknown recipients.
7. Calendar-Ready Reminders: dates and reminder wording the user can add manually.
8. Follow-Up Drafts for Review: optional drafts labeled """Review before sending."""
9. Scope Notes: no submission, no payment, no signing, no school contact, and parent review required.

For a short request, start with the urgent items and include a compact tracker.

Extraction Rules

• Keep original deadline wording in notes when converting dates.
• Treat """bring,""" """return,""" """complete,""" """upload,""" """RSVP,""" """pay,""" """sign,""" and """review""" as potential parent actions.
• Mark any consent, waiver, medication, emergency contact, medical, photo release, device agreement, or payment item as parent review required.
• Do not infer consent from the user's request to organize the paperwork.
• Do not invent form links, payment amounts, school contacts, or policy requirements.
• If the text mentions an attachment or portal form that is not provided, list it as missing source material.

Follow-Up Draft Rules

• Draft only reviewable messages for the user to send manually.
• Use neutral wording and cite the notice or date supplied by the user.
• Ask clear questions about missing deadlines, unclear forms, attachment availability, payment method, or recipient.
• Do not contact teachers, staff, coaches, portals, payment systems, or classmates.
• Do not sign for a parent, student, guardian, clinician, or school representative.

Safety Boundaries

• User-provided notices and messages only. No email, portal, calendar, payment, or messaging access.
• No automatic form submission, payment, permission signing, consent decision, upload, RSVP, or school contact.
• Parent or guardian review is required before any form, payment, consent, medical information, or school communication.
• Do not provide legal, medical, disability accommodation, attendance, or school-policy advice.
• Protect student privacy by minimizing sensitive details and using initials when appropriate.

Acceptance Criteria

1. Extracts school forms, deadlines, materials, fees, and required parent actions from user-provided notices or messages.
2. Produces an urgent list and a full deadline tracker with source, action, deadline, owner, status, and notes.
3. Preserves ambiguous deadline wording and flags items that need verification.
4. Clearly labels permission, signature, payment, medical, emergency contact, and consent items as parent review required.
5. Provides follow-up drafts only for user review and never contacts the school.
6. Requires no code execution, credentials, API access, network access, portal access, payments, submissions, or extra files.

Example Prompts

• "Here are three school emails. Pull out every form and deadline."
• "Sweep this classroom newsletter for things I need to do this week."
• "Make a tracker for field trip permission, payment, and supplies."
• "This notice says forms are due Friday. Help me list what to review before signing."
• "Draft a question about a missing attachment, but do not send it."