Purpose and Work Streams FY15

Transcription

1 Purpose and Work Streams FY15 Communications Purpose Purpose Department Head Provide timely, accurate, two-way communication to all stakeholders Major Work Streams Work Stream Communicate vision and strategic framework: Media and Government Relations Director drafts copy to communicate Superintendent's key ideas, Marketing and Project Specialist and Media Relations Director meet regularly to identify stories that serve as examples of the key ideas, for newsletter articles and other internal and external communication vehicles, Communications Coordinator creates a plan for major communications initiatives with talking points and key ideas in mind. Work Stream Lead Elizabeth Merfeld Design communication plans: Superintendent's office identifies goals for major communications projects, Communications Coordinator, consults with Dept.s and/or schools to create a schedule of production and distribution of media and/or face-to-face meetings to reach audiences to conveying ideas and data and meet specified goals

2 Produce media: Based the communications plan, Media Producer, Graphic Designer and Web Developer use copy drafted by Marketing Specialist to design and create print, video, , voice messages,web and other materials, media is reviewed and approved by Chief of Staff and Superintendent, Central office staff members and dept. leaders submit project requests to Communications for media design and production for their communications efforts, Communications Coordinator assigns tasks, prioritizes and responds to project requests Maintain web presence: Web Team Leader meets regularly with Central office web editors from departments to identify needed improvements, provide support and training for keeping websites up to date, Web Developer creates webpages according to goals outline in communication plans for departments, Communications staff serve as liaisons or "web buddies" to schools to provide training and support for keeping school websites up to date. Tony Rodriguez Disseminate media: Communication staff submit requests to printing, distribute copies to schools, community partners, parents and/or other targeted audiences, post videos, photos and other information is posted on facebook and Twitter, and on the MMSD websites Faye Hackbart Provide opportunities for stakeholder input: For issues and initiatives identified by the Board of Education, the Superintendent and department leaders, communications department designs and coordinates community forums, web applications, surveys, and other mechanisms for soliciting feedback and input from targeted stakeholders, using a variety of tools and techniques to enhance interaction and two-way communication. Build staff capacity for communication: Communications Dept. builds templates, examples and tools for staff to use, provides training and support for good communication practices to school secretaries, school staff and central office staff Faye Hackbart Support Board of Education Communications by live telecasting and web archiving Board meetings, writing President's Announcements and resolutions and maintaining a Board community events calendar Mike Wetzel

3 Provide news and information to staff and families: Marketing and Project Specialist identifies important news and information from Superintendent's office, Board of Education, and community, assigns research and story writing to communications staff, reviews stories submitted by staff to the communications department to produce principals' bulletin, staff and family newsletters, develops annual Policy Guide, Budget Book, composes s, phone and text messages and uses other means of communication to keep staff and families informed on major MMSD news, issues and developments Annual MMSD recognition ceremony - Communications Department coordinates the nomination and selection process leading up to the annual recognition ceremony, produces the recognition event, creates media to promote the event prior to and after the ceremony, including posting videos on the web and social media, designing a display case in the Doyle building Liz Merfeld

4 Communications Priority Project Implementation Plan FY15 Priority Projects Implementation Plans Lead Owners Communicate Common Core State Standards by Expanding Read Up Campaign to include speaking, writing and math Working with the cross-funtional team for the Common Core 3-yr Plan, develop and distribute materials to families that succinctly outline grade level standards in language arts and math for grades K-5., Expand Read Up to include "Read Up, Speak Out, Write On It All Adds Up", bring Read Up to school family nights, Develop Read Up/CCSS parent education material for Parent Academy, Work with Early and Extended Learning, C&I, MSCR and Read Up Collaborative to continue second year of Summer School/SREC Read Up Marcia Standiford Engage representative groups of parents, staff, and community members to develop culturally responsive two-way communication strategies. Identify two-way communiction tools for review by parent groups. Meet with representative groups of parents, students, staff and other stakeholders to test the effectiveness of a variety to tools that foster two-way communication.. Promote the use of a variety of tools, - school-based and community-based, face-to-face and virtual, oral and written - to foster ongoing and accessible two-way communication. Train schools and departments on the use of two-way communication tools Marcia Standiford

5 Communicate Information regarding Facility Needs Get approval on input plan from BOE, Identify a focus group moderator, Conduct focus groups, Write and launch survey to MMSD and MSCR communities, Make presentation to district-wide parents group, Gather community input on facilities plans, develop an information website with Q&A forum, design a feedback postcard, distribute postcard via community centers and partner organizations, collect feedback from all forums, work with Research to analyze and compile report on the data, Present report to BOE Mike Wetzel Revamp Recognition Night Ceremony to reinforce framework and boost staff morale Convene a cross-functional team representing parents, students and employee groups to redesign the awards process and ceremony to reflect the strategic plan, present proposal for new recognition event to BOE, Plan and implement new recognition event in collaboration with Human Resource Department Faye Hackbart

6 Communications Goals & Measures FY15 Goals Measures Data collection & monitoring plans Lead owners for tracking Pre/post summer school/srec Grade level standards materials are Communicate Common Core State Standards by Expanding Read Up Campaign to include speaking, writing and math parent surveys indicate growth in parents' understanding of standards and ways to support their child's learning. Students in Read Up SREC program show greater growth in distributed to parents at schools through events and family nights, standards for writing, speaking and math are incorporated into Read Up materials, Read Up is incorporated into two summer Liz Merfeld reading than their SREC peers. school SREC sites Engage representative groups of parents, staff, and community members to develop culturally responsive two-way communication strategies. Identify two-way communiction tools for review by parent groups. Meet with representative groups of parents, students, staff and other stakeholders to test the effectiveness of a variety to tools that foster two-way communication.. Promote the use of a variety of tools, - school-based and community-based, faceto-face and virtual, oral and written - to foster ongoing and accessible two-way communication. Train schools and departments on the use of two-way communication tools

7 Survey, online forum, response cards, Community members understand community meetings, focus groups collect Educate and receive feedback from MMSD families and community regarding facility needs of MMSD schools the needs for space, safety and accessibility in MMSD facilities as evidenced by survey responses, comments and questions from forums, feedback gathered via qualitative and quantitative data analyzed by RAD and reviewed by the BOE. Information materials are prepared and distributed, forum and parent meeting are well-attended, high response rate on parent meeting. survey, more than 50 community members participate in online forum Revamp Recognition Night Ceremony to reinfore framework and boost staff morale Number of nominations submitted, attendance at the ceremony, a postceremony evaluation form sent to participants. Board accepts proposal for committee's proposal for redesign of recognition event, Staff and public submit nominations, attend the ceremony and feel an affinity to the MMSD. Faye Hackbart