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From Expected to Effective: Strategies to assess and modify communication efforts that support partnerships with families www.laspdg.org Presented by Pamdora Williams LaSPDG Staff @laspdg Considerations • This webinar is being recorded and will be available for viewing at www.laspdg.org under Family Engagement Webinars 2013-2014 • If you need to ask a question, please use the Chat Pod on your screen (NOTE: everyone can see your question) • You can download all of today’s materials in the FILES 2 Pod on your screen at any time during the presentation – Click on the selected file – Choose “SAVE TO MY COMPUTER” – Select the destination where you would like to save the file Roll Call • If you have not already done so, please use your chat pod and type your district/LEA that you are representing • If multiple people are in the room with you viewing this webinar, please type their names as well People First Language “People First Language puts the person before the disability and describes what a person has, not who a person is.” Kathie Snow. (n.d.) A few words about People First Language. Disability is Natural. Retrieved August 1, 2012 from http://www.disabilityisnatural.com/images/PDF/pfl-sh09.pdf Family Engagement: New Perspectives, New Definition The research is abundantly clear: nothing motivates a child more than when learning is valued by schools and families/community working together in partnership…These forms of [parent] involvement do not happen by accident or even by invitation. They happen by explicit strategic intervention” -Michael Fullan (1997 a, pp.42-43) Shifts in Perceptions about Family Engagement Current Lens Old Lens One-Time Project Add-On Shared Responsibility Random Acts Systemic StrengthBased/Collaborative Sustained Deficit-Based/Adversarial Compliance Integrated Events Driven Individual Responsibility Outcome Driven Ownership & Continuous Improvement Search family engagement – transformation definition Web Search I’m Feeling Lucky Family Engagement Transformation Definition Family engagement is a shared responsibility of families, schools and communities for student learning and achievement; it is continuous from birth to young adulthood; and it occurs across multiple settings where children learn. Family Engagement definition www.laspdg.org A well thought out process involving the entire school community, NOT a series of events to involve families…. Family Engagement definition www.laspdg.org Family Engagement is the interaction between schools and families and the degree to which families are engaged in the educational lives of their children. Family Engagement definition www.laspdg.org A set of day-to-day practices, attitudes, beliefs and interactions that support learning at home as well as at school, NOT a one-time program COMMUNICATION Stating a Case for Investing in Strategic Home - School Communication Parent/Teacher Conferences PTO/PTA Notes home Flyers Conversations in the community Newsletters Formal & Informal Communication Open House Back-to-School Night Conversations during arrival and dismissal Conversations in the office lobby Emails and text messages School Websites Goal & Objectives Goal: Identify effective strategies to assess and modify communication efforts with families Objectives: – Gain knowledge of the components of an effective communication plan for families – Gain knowledge of strategies and resources in order to assess and modify current communication efforts with families Also, tools, resources & promising practices to support your work! What is Communication? Communication is a message sent and a message received When communicating messages about school programs and student progress, ensure that the communication: • is two-way • is multi-layered • uses multiple channels • connects schools, families, students and the community. • is an ongoing process Poll Which is the largest contributor to the communication gap for your families? Work schedule Child Care Language Do not understand the system Negative past experiences with schools Contributors to Communication Gap Families • • • • • Work schedule Transportation Child care Language barriers School viewed as an unwelcoming place • Lack of outreach • Not understanding the system Contributors to Communication Gap Schools/Teachers • Teacher time limitations • Negative stereotypes • Lack of teacher preparation Benefits of school-home communication • Increases trust between schools and families • Encourages higher and realistic parental expectations • Serves as the foundation to other types of family engagement • Leads to higher degree of family commitment • Puts everyone on the “same page” “We have always maintained that you never see our best work: it is what we do ahead of time to prevent the firestorm. Use good communication to keep yourself out of trouble, so you don’t have to use it to mop up the mess!” Why School Communication Matters, pg. 59 A COMMUNICATION PLAN Strategy 1 What is a communication plan? A communication plan is a framework of goals, strategies and activities. Schools/districts would use a communication plan when it’s time to disseminate information about a program or procedures and/or influence the behavior/practices of families and community on the behalf of the school. A communication plan can…. • Be simple or complex • Be a road map • Help anticipate and solve for problems Is communication planning necessary? • Helps to identify and close any communication gaps • Keeps families on the same page and knowledgeable • Improves transparency Elements of a Communication Plan Four areas to address in a plan • Topic & Frequency • Various Approaches • Two-Way/Feedback • Analysis & Evaluation Communication Planning Communication Plan Questions to consider Topic & Frequency • What is the topic? • Did we plan for more than one method to convey the key message? • How often will this occur? • Do we have a clear purpose for this communication? • Who is responsible for managing? Various Approaches • Is the method of communication offered in a variety of formats? • Does it match the audience? • Are there other resources that may assist? • Have we made provisions for families who were unable to attend an event? Two-Way/Feedback • How can families provide feedback? Analysis & Evaluation • How will the feedback be analyzed & evaluated? • Who else can we share the feedback in the district? • How will the feedback impact future events/initiatives? Written Communication • Includes important information • Is clear and detailed • Standard written language • Invites response and feedback Verbal Communication • • • • • • Instructing Following up Asking for help Revealing Informally exchanging Active Listening Home visits, “each one, take one”, communication system that fits the families’ needs (for some students and families) Individual conferences as needed, written communications addressing specific concerns, communication in families everyday language,… Teachers plan for all families Newsletters, website, parent teacher conferences, grade book http://education.ohio.gov/getattachment/Topics/Other-Resources/Family-and-CommunityEngagement/Framework-for-Building-Partnerships-Among-Schools/Communicating-with-Families.pdf.aspx Two-Way Communication • Feedback loop makes communication two-way • Feedback and response system should be embedded in communication efforts Feedback from families… “We appreciate knowing that there are adequate opportunities for us to express our concerns and opinions about important issues impacting school.” “Whenever I express my concerns and opinions, I know that they are seriously considered by school and district leaders.” Reminders about two-way Communication • Be consistent • Multiple opportunities to contact and/or respond • Consideration given to feedback and possible adjustments made Two-way communication honors family opinions, builds trust, and invites family partnerships! Let’s Chat! Using the Chat Pod… share how you think the following written communication could be transformed from expected to effective? Are your famlies fluent in “Education-ese”? “At Child-First Elementary, we hold attendance and punctuality to class as a fundamental priority in providing a sound educational experience for all inhabitants of our school. The OAT is responsible for processing all attendance and tardiness issues. Students parents, and guardians are responsible for directing such issues to OAT. Both habitual and unusual or catastrophic circumstances can all be effectively monitored and processed through OAT….” POLL: Are your families aware of ways they can support their child at home? Yes or No Helpful Resources and Tools http://www.laspdg.org/content.cfm?id=308&schoolyearID=5 Common Core Road Maps for Families Communication Planning Template Written Communication Rubric Quick Tips: Verbal and Electronic Communication Use a planning framework for communicating almost any topic with families! ASSESS Strategy 2: Assess Families’ Perceptions & Preferences About Communication Will be discussed during February 5, 2014 webinar You Are Here!!! Focus: ▌On three levels of communication: – School building to home – Classroom to home – School district to community ▌On communication content, delivery systems, and frequency of communication Assessing Communication Assessing communication efforts will: • measure effectiveness of communication efforts • provide information about families’ perceptions and feelings • Serve as a baseline for developing a communication plan • Protect against attitudes of complacency Communication Survey A communication survey can address… • The school’s current communication patterns o Overall effectiveness o Opportunities to make-up for parents who didn’t attend an event o Enough support for support child with academics o Timeliness of notification o Adequate ways to give feedback o A person to contact for questions • The families’ communication preferences o Preferred methods of communicating information o Suggestions for improvement Poll Which is the preferred method of communication according to families? Newsletters Social media Parent portal Email from the school/district Phone calls Parents’ preferred methods of communication How parents want to communicate with school http://www.nspra.org/ Increasing Preference Increasing Preference Consider Results From Existing Surveys to Families Examples: • Title One parent survey • Survey during district/school accreditation process • State Performance Plan (SPP) Indicator 8 survey • Event evaluation survey Communicate feedback with the stakeholders! Other ways to assess perceptions • Organize feedback forums • Administer a quick communication survey after a workshop or meeting • Generate a survey using Survey Monkey (www.surveymonkey.com) Helpful Tools and Practices! http://www.laspdg.org/content.cfm?id=418 • • • • Survey Toolkit: assess 4 domains 3 Surveys scoring guide promising practices To view example questions/stems visit https://www.surveymonkey .com/mp/harvardeducation-surveys/ MODIFY Strategy 3: Modify Existing Communication Structures Not Harder Link to student learning Individualized Two way Incorporate follow-up Open House or Conferences to Conversations about Learning Example: Sharing data with families • http://www.youtube.com/watch?v=gT8J1uf97vs&list= UUvEdSQawiMKMU-muuc1j0YA Obtain Feedback School Newsletter to Newsletter with request for feedback Parent Workshop to Parent and Child Time [PACT] School website to Website with family friendly zones Title One Compacts to Compacts linked to school goals Helpful Resources and Tools http://www.laspdg.org/content.cfm?id=308&schoolyearID=5 Parent Teacher Conversations about Learning Protocol Example Compact and quick tips REVIEW Will be discussed during February 5, 2014 webinar Is communication planning necessary for building partnerships? A parent responds….. https://www.youtube.com/watch?v=vbyhao0FtaQ Reminder: 2012-2013 Family Engagement Webinars on Demand !!! http://www.laspdg.org/content.cfm?id=308&schoolyearID=4 Getting your school organized for Family and Community Engagement [FACE] _ Series Let's FACE It! Part 1 Let's FACE It! Part 2 Engaging Families of Elementary Students Engaging Families of Middle & High School Students Enhancing Partnerships with Families Anne Henderson: Let's Go Beyond The Bake Sale Communication with Families Building Home-School Partnerships Making Student and School Data Accessible and Meaningful to Families Using Technology to Improve Academic Success Language Used in the Homes My Dialect, My Identity Dialect or Disorder Virtual bookshelf http://www.laspdg.org/content.cfm?id=198 Building Capacity • When you leave today, what will you do with this information? • How will you share it with others in your district? • When will you share it? (Timeline) Note: If you are on the district leadership team, this information will be useful in completing your district’s LASPDG 5 Year Plan Questions? • Please use your chat pod if you have questions related to this presentation • After this webinar, you may email questions to Pamdora Williams [email protected] www.laspdg.org The contents of this PowerPoint presentation were developed under a grant from the US Department of Education, #H323A110003. However those contents do not necessarily represent the policy of the US Department of Education, and you should not assume endorsement by the Federal Government. We Want Your Feedback! • We are going to open the survey on your screen for you to offer feedback regarding this webinar • If you have pop up blockers enabled, it may not show on your screen, so you can go to the link directly at http://www.surveymonkey.com/s/fewebinar10_9_13