Introduction
Introduction
Embedded Files
Communication is key at all levels of a school district during distance learning and, whether the information being shared is important or motivating or just plain celebratory, educators and administrators must consider the overall impact of the increased communications on the community who is receiving it.
Best Practices
Best Practices
Be Consistent
First and foremost, you want to devise a plan that will create a consistent process for all: how often, which platform(s) will be used, etc. Check out the Stakeholders and Coordinate sections for factors to consider as you devise your plan.
Consider All Stakeholders
While many districts focus on communications with parents, and teachers focus on communications with students and parents, we must also remember the teachers and staff, as well. Keeping everyone in the loop is essential. The question is: how do we ensure appropriate communication to all involved?
Learn more here.
Coordinate How You Communicate
In order to prevent a deluge of communication on your community, be sure to coordinate not only the platform(s) and how they are being used, but also efforts within a grade level, building and the district. Consolidate multiple messages into one when possible, for example.
Learn more here.
Resources
Resources
Feel free to use any of these resources to help your school/district in creating a communications plan that best suits the needs of your students, parents and colleagues during a period of distance learning. Each template, document, or presentation you find below can be copied and used for your own purposes with original credit attributed.
Though this was created for COVID-19, the recommendations are relevant to distance learning.
Sample Parent Portal from Three Rivers Local School District
Sample Parent Portal from Three Rivers Local School District
This parent portal also includes links to "submit a question," and to building-specific pages where additional information can be found.
Sample Distance Learning Resources for Teachers from West Clermont Local School District
Sample Distance Learning Resources for Teachers from West Clermont Local School District
When communicating expectations and parameters, consider a document similar to this one. It lists options for various scenarios as well as links to both the resources and help/support sites.
Sample Distance Learning Plan from Owen J. Roberts Middle School
Sample Distance Learning Plan from Owen J. Roberts Middle School
Of course, we are past the emergency "what do we do?" mode of the first days and weeks of COVID-19. Now is the time to prepare a plan for future distance learning and communicate it to all stakeholders - staff, parents, students - before it is needed.
Sample Distance Learning Plan, Phase 3 from Purcell Marian High School
Sample Distance Learning Plan, Phase 3 from Purcell Marian High School
If one large, overarching plan is too much too communicate, consider creating levels or phases of closure. Perhaps, you consider "single day" (snow or calamity) versus "short-term" (water main break for a week) versus "long-term" (pandemic, where you may need to develop phases within the plan).
Teacher Training
Teacher Training
Check out the free training we offer to guide your staff in creating a cohesive and consistent communication plan for both in and out of the classroom:
Social Media
Social Media
Click here to register for and watch the recorded webinar.
Low Tech Tips
Low Tech Tips
A simple phone call can make a world of difference in the lives of families who do not have internet access. Educators may have the option to use Google Voice so they don't have to use their own phone number or *67.
Include a copy of important building-level or district-wide communications with printed schoolwork packets that are being sent home.
Remember that social media can play a supporting role in your plan. This is especially helpful for families who have no internet access, but have smartphones.
AVOID PDFs as a digital option. Though they are easier to access (i.e., no paid software is required), they eat up data like it's going out of style. Include any text directly in an email instead of attaching documents.
Things to Consider
Things to Consider
Remember the Point of View of the Recipient
Remember the Point of View of the Recipient
"The More You Know" and "Knowledge is Power" are accurate. However, in a digital communication world, remember to limit the frequency, or number, of communications you post.
Parents may be receiving one from you the teacher and their child's other teachers; another from the principal of the building and others from their other children's teachers and principals.
Set a Time for Items to be Posted
Set a Time for Items to be Posted
Whether it be the weekly work for students, the morning announcements for the school day, or the weekly Superintendent's message, communicate to all involved that [said information] will be posted by [set time] on [set day].
Stay Ahead of the Curve
Stay Ahead of the Curve
As much as you can, create and communicate your distance learning and communications plans BEFORE they are needed. This gives everyone time to prepare for off-site learning, as well as to plan for other contingencies that affect their lives during distance learning (sharing devices, parents' work schedule, childcare, etc.).
Bright Spots
Bright Spots
“State of 3R”: Three Rivers' Superintendent makes weekly videos to update the community on the work being done by the district to serve students and families. This effort was very successful in maintaining community support and avoiding the false perception that school personnel were “on vacation”.
All communication and learning tasks in grades 3-12 flow through Google Classroom. Each teaming grade has devised a cohesive plan for posting information. For example, the 8th grade team posts tasks for the week as an announcement on their classroom page by 8:00 a.m. on Monday morning. 3rd grade shares a Google Doc of weekly tasks that is pinned to the top of each teacher's Classwork page.
K-2 teachers use Symbaloo to centralize their communication and learning tasks.
Many districts are communicating regularly with their communities by posting weekly video or email updates from the superintendent, or by hosting video Board meetings and posting the recordings. They are staying in contact with their staff with weekly video meetings where they can connect and share their common successes and struggles. Finally, they are communicating regularly with their students via their LMS, video check-ins or instruction, and by posting video recordings of the morning announcements.
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