Grand Ridge PTSA Communication Guide

Transcription

1 Grand Ridge PTSA Communication Guide There are several ways to get the word out about your Grand Ridge PTSA program or event. This document will describe each communication channel available to the PTSA at Grand Ridge Elementary and how to use it. If you have any questions don t hesitate to contact your VP, Director, or the Director of Communications, at grptsacommunications@gmail.com for clarification. The Grand Ridge PTSA (GRPTSA) Communications Director oversees all communications regarding the PTSA s programs and events. Each chairperson for a given program or event is responsible for informing the Communications Director of any communication desired. This is done by submitting a Communications Agenda electronically to the Communications Director. A Communication Agenda (CA) is a word document which can be filled in and ed to the Communications Director along with any necessary attachments. The CA template can be found on the Grand Ridge PTSA website by clicking PTSA Info then on PTSA Forms ( A copy of the CA is at the end of this document for reference. General Communication Agenda (CA) Instructions The chairperson or the chair s designee for any PTSA program, event, or activity needs to submit a communication agenda any time information needs to be communicated to Grand Ridge students, families, staff, or the Issaquah Highlands Community. All CA s should be submitted to the Communications Director at grptsacommunications@gmail.com, with a copy sent to your VP or Director to keep them in the loop. Significant planning and coordination will take place once you submit your CA to accomplish your communication request. The Communications Director is responsible for scheduling, editing, and disseminating your requests. She will contact you as needed to accomplish this task. It takes plenty of lead time to develop the PTSA newsletter and reader board schedule, prepare website updates, and gain any PTSA and school administration approvals needed to support your request. In order to meet your desired communication posting date, your CA must be submitted no later than the 15th of the month, prior to the month you need the communication to occur. For example: for an after school movie activity on October 20 th, a CA needs to be submitted by September 15 th. The beginning of the school year is always hectic and the first PTSA newsletter will come out on September 1 st, covering September with input provided by your VP or Director. For the rest of the year, please plan on submitting your own CA by the 15th of the month preceding the month you need the communication to occur. For October communications, submit your CA s by September 15th; November communications, submit your CA by October 15th, etc. GRPTSA Communications Guide - 1 Revised 8/2015

2 CA template and channel descriptions When filling out the CA be sure to fill in the TOPIC section with your program, event, or activity. Enter the date you will submit your CA electronically to the Communications Director in the TODAY s DATE section, and be sure to add your contact information in the REQUESTOR INFO section. It is very likely the Communications Director will need to be in touch with you regarding your request. The Message Content section is for you to provide the details of the program or event. It is helpful if you would provide the exact wording you will like to see on the website, newsletter, or reader board here. Be sure to include a name and contact information for the event for readers use to ask questions. The CA is broken down into four communication channels: Electronic, Visual, Community, and Extra Push. Please check the box for each tool, in each channel area you would like to use. On every tool there will be a column for you to identify the specific date you want the posting or communication sent. There is also a column for the date the communication should be removed where appropriate. Please fill in these dates so the Communication Director knows your schedule needs. All programs and events sponsored by the Grand Ridge PTSA have access to the Electronic and Visual communication channels. Some tools require approval and may be limited to due to the number of events or programs requesting the same avenue at the same time. The Community Channels are limited to programs or events opened to the entire Issaquah Highlands Community. The tools listed under the Extra Push section are reserved for major events or special circumstances and require extra authority to use. These items need significantly advanced submittal to allow the approval process to be completed well in advance of the need date. Please speak with the Communications Director or your VP/Director to see if your event or program qualifies for these additional tools. In general, the primary mechanism to communicate to the Grand Ridge student and parent community is through the school s reader board, PTSA Website, PTSA Newsletter, and social media. These tools are listed in the Electronic and Visual sections of the CA. Other tools accessible to you that may be beneficial include promotional posters (examples are Boxtops or After School Movies) or self-created flyers (for example: parent education events, social events, popcorn days). These flyers can be posted in designated spots around the school, once approved. For more major events you might request dedicated bulletin board space for a themed decoration. These tools are listed in the Visual section of the CA. GRPTSA Communications Guide - 2 Revised 8/2015

3 Below you will find a description for each tool listed in order they are found on the CA. Electronic Grand Ridge PTSA Newsletter: Monthly ed Newsletter Reaches anyone signed up for the Grizzly Growl enews. Will be sent once a month, generally on the first day of the month. Content should reflect information on programs, events, and activities for the current month it comes out. Send submissions in plain text and attach any supporting files you need. Most file formats are fine, except Google Docs. Please convert your Google Doc to a WORD format or PDF before sending. TIPS for Newsletter blurbs: The best blurbs are 50 words or less. Include a catchy title and links to more information or volunteer sign-ups on the PTSA website. Don t forget follow-up blurbs thanking volunteers. Also, make sure a name and or phone number is there for people to reach out with questions/concerns. Make sure your CA submission is turned into the Communications Director by the 15th of the month preceding the month of desired publish date. For example, if you would like the November 10th After School Movie in the November s Newsletter make sure you have your CA turned into the Communication Director by October 15th. Website: Article or other posting to PTA s website regarding a program or event, article, announcement, volunteer sign-ups, items for purchase, etc. Reaches anyone who views our website. Send submissions in plain text with any attachments needed. Most any attachment file type is fine, except Google Docs. Please convert your Google Doc to a WORD format or PDF before sending. *Note: If you are planning to include a link in the monthly PTSA Newsletter make sure your website request is sent by the 15th of the month preceding the month you would like it included. If you need volunteer sign-up capability for your event, contact the Communication Director directly with the request by to grptsacommunications@gmail.com without needing a CA. TIPS for website postings: Use the website for the most detailed information you want everyone to know and then use the other communication resources to direct families to read more/all about the program/event on the website. GRPTSA Communications Guide - 3 Revised 8/2015

4 Teacher Newsletters to parents: Very short blurbs to be included in the classroom weekly update s sent by teachers to parents. We are limited to no more than 3 PTSA items per week. These requests require additional approval. Please note not all teachers will remember to include the message, and not all teachers publish their weekly updates to parents in the same manner or with the same timing. Room Parent to parents: s sent directly to parents from the classroom room parent. Generally speaking, we try to limit the number of times we request Room Parents to provide communication on behalf of the PTSA. The Communication Director may bundle your request along with others to be consolidated into one from a room parent. Room Parents may not exist for every classroom. Room Parents are classroom volunteers who work independent from the PTSA and may publish your request at different time than you request or in a different format. Providing the exact wording for your to parents will be helpful for the Communication Director. You can use the Message Content section of the CA, which will expand to the space you need. Grand Ridge PTSA Facebook and Twitter: Facebook Posting: status posts/updates about our programs/events. Reaches all friends of our FB page and all Followers on Twitter. Rule of thumb is to post 1 week out, then 1 additional reminder. Like us now! Follow us Generally speaking, we try to limit Facebook and Twitter postings to one a day for all PTSA communications. Twitter postings are limited to 140 characters. TIPS for FB posts: Best postings are 35 words or less. These are quick reminders which can point readers to the website. Please do not post official PTSA messages to your personal Facebook/Twitter accounts or personal groups. Send the communication thru the PTSA channels to post to the official page and then share that post personally to give the PTSA pages more visibility. Visual Reader Board: Display board outside of the school next to Park Drive, displaying messages in block letters, readable by cars passing by or pulling into the school parking lot. GRPTSA Communications Guide - 4 Revised 8/2015

5 Messages should be no more than 4 lines long (a 5 th line is possible, but makes the board very difficult to read). Each line is limited to 20 letters. Your message will be displayed only on one side of the reader board. The reader board schedule is almost always heavily requested and very booked. Please request the number of days you would like your message displayed, but be understanding if you don t get all the air time you would like. In most cases your message will remain on the reader board for at least 2 days. Downstairs Bulletin Board themed décor: The bulletin board on the wall directly across from the base of the main staircase and elevator on the 1 st floor is for PTSA s use. It can be divided up for general PTSA information and a single event or program promotion. Simply submit the theme, how much space you need and the length of time you need it via a CA. If you will be posted flyers or posters as part of the bulletin board display, they will need to be submitted along with the CA and will require approval. See the flyer section for rules governing posters and flyers. You can use any PTSA general supplies on hand to help with your board, including the butcher paper in the workroom. If you want to purchase items to decorate your board, be sure you have accounted for the expense in whatever budget your program or event is allocated. If you are not sure, check with your VP / Director. Flyers for Bulletin Boards & Wing End Windows: Approved Flyers with event or program information can be posted in designated locations at the school. Pending approval, 9 x12 max in size, flyers and small posters can be posted in the windows facing in and out on the ground floor classroom wing windows at the far end of the hallways. They can also be posted on the PTSA bulletin boards upstairs and downstairs, and the outside glass case bulletin board in Grand Central. All flyers and posters are required to include our PTSA logo. The logo can be found on the Grand Ridge PTSA website under PTSA Info, then PTSA Forms, simply copy and paste the logo image file into your flyer. Also include a contact name and on your flyer/poster in case there are questions. To submit flyers for approval send the completed flyer as an attachment to the CA to grpstacommunications@gmail.com. The Communication Director will go through an approval process with the school administration. Once the flyer is approved, you will be notified. You are responsible to put up and take down your flyer immediately after the event or activity has occurred. All flyers should be put up with painters tape on windows, and staples or pins on GRPTSA Communications Guide - 5 Revised 8/2015

6 the bulletin board. No flyers or posters are allowed anywhere else, unless you ask and have received permission to do so from the Communications Director or your VP /Director. Community Channels IH Connections and IH Bulletin: Used to promote events and programs open to the entire Issaquah Highlands Community. Blurbs should be very short, as we share the column space with PCMS, Issaquah High School, Clark, and ISF. Extra Push: (Additional Approval(s) Required) For all extra push tools please as your VP/Director or the Communications Director if your event or program qualifies. Phone Blast Phone blast is a voice message sent to all families attending Grand Ridge; it requires a prepared script; usually recorded by the Grand Ridge Elementary School Principal; Hands Stamps at Lunch Hand stamping the back of all students hands at lunchtime as a reminder for an event or activity; Gilman Visit by Gilman the Bear, our school mascot, which requires a volunteer to wear the costume, and a handler who accompanies the bear where ever Gilman goes. Paper Handout delivered by kid mail Paper flyer sent out via kid mail, distributed to all kids, by teachers; Please consider that we are a Green School and limit paper notice requests whenever possible. GRPTSA Communications Guide - 6 Revised 8/2015

7 Grand Ridge PTSA Communications Agenda The Grand Ridge PTSA (GRPTSA) Communications Director oversees all communications regarding the PTSA s programs and events, including scheduling, editing, and disseminating all communications sent to the Grand Ridge community via various available communication mediums. Please use this Communications Agenda (CA) form to provide information to the GRPTSA Communications Director for all items you wish to have sent out via any of the communication tools listed below. Please complete this form and forward it in electronic format to the GRPTSA Communications Director at grptsacommunications@gmail.com prior to making any communication about your program or event. Please copy the GRPTSA VP or Director for your area on your . NOTES: Several of the distribution channels require approval from the GRPTSA President and/or the school administrators. The Communications Director will request the appropriate approvals and, if approved, forward the relevant information to all necessary parties. Several of the distribution channels have strict space and/or character limits. The Communications Director may edit your copy as necessary to fit. The deadline to submit communication requests for any communication channel is no later than the 15th day of the month BEFORE publication is desired. For example, for communication in December, the CA submission deadline is November 15 th. TOPIC: Today s Date: REQUESTOR INFO: Name: Title: Message Content Please provide informative, concise, ready-to-go copy describing your program or event. Be sure to include date(s), time(s), location, cost (if any), a detailed description of the event/activity, website link (if available), and the name and of a person to contact if a reader desires more information. GRPTSA Communications Guide - 7 Revised 8/2015

8 Distribution Channels Please indicate with an X the ways by which you would like your message content disseminated, and the desired timing of publication. X to Choose Date(s) to be sent or posted Date to be removed, if applicable Electronic: GR PTSA Newsletter PTSA Website Teacher Newsletters to parents Room Parent to parents Facebook and Twitter Visual: Reader Board (20 characters per line limit, 4 lines preferred, 5 max) Downstairs Bulletin Board theme decor Flyers for Bulletin Boards & Wing End Windows Please attach poster/ flyer (9 x12 max) which must include the PTSA logo Upstairs Bulletin Board Downstairs Bulletin Board Upstairs Bulletin Board Wing End Windows Community Channels: (Only if Activity is Open to the Community) IH Connections and IH Bulletin Extra Push: (Additional Approval(s) Required) Phone Blast GRPTSA Communications Guide - 8 Revised 8/2015

9 Hands Stamps at Lunch Gilman Event Chair is responsible for finding a person to be Gilman and a person to be Gilman s handler. Paper Handout delivered by kid mail GRPTSA Communications Guide - 9 Revised 8/2015

10 Filled in sample CA Grand Ridge PTSA Communications Agenda The Grand Ridge PTSA (GRPTSA) Communications Director oversees all communications regarding the PTSA s programs and events, including scheduling, editing, and disseminating all communications sent to the Grand Ridge community via various available communication mediums. Please use this Communications Agenda (CA) form to provide information to the GRPTSA Communications Director for all items you wish to have sent out via any of the communication tools listed below. Please complete this form and forward it in electronic format to the GRPTSA Communications Director at grptsacommunications@gmail.com prior to making any communication about your program or event. Please copy the GRPTSA VP or Director for your area on your . NOTES: Several of the distribution channels require approval from the GRPTSA President and/or the school administrators. The Communications Director will request the appropriate approvals and, if approved, forward the relevant information to all necessary parties. Several of the distribution channels have strict space and/or character limits. The Communications Director may edit your copy as necessary to fit. The deadline to submit communication requests for any communication channel is no later then the 15th day of the month BEFORE publication is desired. For example, for communication in December, the CA submission deadline is November 15 th. TOPIC: Popcorn Friday Today s Date: September 5, 2015 REQUESTOR INFO: Name: Title: Poppy Corn Popcorn chair popcornpoppy@crunchygoodness.com Message Content Please provide informative, concise, ready-to-go copy describing your program or event. Be sure to include date(s), time(s), location, cost (if any), a detailed description of the event/activity, website link (if available), and the name and of a person to contact if a reader desires more information. GRPTSA Communications Guide - 10 Revised 8/2015

11 General information: Popcorn Fridays will be once month on the 3 rd Friday of month, starting in October. October Newsletter and website Popcorn Fridays will start in October. Every 3 rd Friday of the month students can buy popcorn during the afternoon recess for 25 cents. Set your calendars and reminders to send a quarter with your student! Do you like to pop popcorn? Do you want to be the most liked adult at school? Sign up for a turn to pop and sell popcorn during the school year at GrandRidgePTSA.org / PTSA Volunteers. Have a question, contact Poppy Corn at PTSAPopcorn@popcorn.com Reader Board Bring your quarters This Friday for Popcorn Friday! Facebook and Twitter message Don t forget your quarter for Popcorn Friday tomorrow! Distribution Channels Please indicate with an X the ways by which you would like your message content disseminated, and the desired timing of publication. X to Choose Date(s) to be sent or posted Date to be removed, if applicable Electronic: GR PTSA Newsletter PTSA Website X X October 1st October 1st Teacher Newsletters to parents GRPTSA Communications Guide - 11 Revised 8/2015

12 Room Parent to parents Facebook and Twitter X Thursday 10/15/15 Visual: Reader Board (20 characters per line limit, 4 lines preferred, 5 max) Downstairs Bulletin Board theme decor X Thursday 10/15/15 Friday 10/16/15 Flyers for Bulletin Boards & Wing End Windows Please attach poster/ flyer (9 x12 max) which must include the PTSA logo X October 1 st, 2015 May Upstairs Bulletin Board Downstairs Bulletin Board Upstairs Bulletin Board Wing End Windows Community Channels: (Only if Activity is Open to the Community) IH Connections and IH Bulletin Extra Push: (Additional Approval(s) Required) Phone Blast Hands Stamps at Lunch Gilman Event Chair is responsible for finding a person to be Gilman and a person to be Gilman s handler. Paper Handout delivered by kid mail GRPTSA Communications Guide - 12 Revised 8/2015