Community Relations and Marketing Student and Family Communications Employee Communications Crisis Communication and Management

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1 105 SCHOOL DISTRICT PUBLIC RELATIONS AND SCHOOL COMMUNICATIONS I. PURPOSE This policy ensures that Waconia Independent School District 110 maintains regular and ongoing communications throughout the community. II. GENERAL STATEMENT OF POLICY Waconia Independent School District 110 is committed to partnering with its many publics community, families, students and employees. The District 110 will coordinate and share regular and ongoing communications through a variety of means, including print, electronic, voice and visual. District 110 will identify spokespersons to facilitate communications and share information with the media at District 110, site and program levels. III. INFORMATION SHARING A. Coordination of Communications District 110 will coordinate information sharing at District 110, school site and education program levels through District 110 Communications Plan. The Communications Plan serves as a blueprint to guide District 110 staff as it both solicits and distributes information. It helps ensure a coordinated approach to communicating key messages that align with District 110 s values and strategic plan. The Communications Plan identifies four key audiences: Community Relations and Marketing Student and Family Communications Employee Communications Crisis Communication and Management The Communications Plan will maintain an annual Communications Calendar which identifies regular and ongoing communicates with the public. B. Regular Communications 1. District-wide individual school sites and specific district-sponsored programs will provide regular communications to their stakeholders by sharing information about their activities, events, curriculum, assessments and goals. 2. The primary source of regular communications will be electronic with the recognition that District 110, individual school site, education program levels, or extra-curricular activities will ensure that families, community members and

2 employees who do not have access to electronic sources will receive shared communications. C. Communication Standards The Superintendent, in collaboration with the administration, will establish communication standards for employees, recognizing the primary means of communications will be electronic. (Appendix I). IV. DISTRICT 110 SPOKESPERSON AND KEY CONTACTS FOR MEDIA A. Official Spokesperson The Superintendent is the official District 110 spokesperson. The Superintendent will delegate additional spokespeople as appropriate, including but not limited to: Building site: Principal District activity: Activities director or administrative designee Community Education Services: Director of Community Education Services The District 110 Superintendent is responsible to coordinate the information sharing with public/non-district media. The Superintendent will work with each school site or program s designated administrator when it is necessary to share information with public/non-district media. District 110 employees will receive approval from the Superintendent prior to sharing District 110 information with public/non-district media. Approval may be granted to an employee to maintain direct media connections when appropriate (e.g, sports season, ongoing activity). B. Crisis or Emergency Situation The District 110 Superintendent will identify one spokesperson to address all media when a crisis or an emergency situation occurs within District 110. District 110 will identify specific times and locations of news conferences and/or briefings when necessary. V. MEDIA COMMUNICATIONS WITH STUDENTS Public/non-district media may not contact or interview students on any of the school campuses or at school-related events without verbal permission of District 110 administration, school site, or program s spokesperson. Parent/guardian permission may be required and determined by the spokesperson.

3 Appendix I EMPLOYEE COMMUNICATION STANDARD Purpose: To develop a standard set of communication expectations for employees to ensure that timely, meaningful and relevant communications occur to advance the District 110 mission & goals. School Web-site Standard Area Content Person Responsible Update Frequency School/Home Welcome & Announcements Building Admin Asst. Weekly/as needed Parent Links Annually Calendar Building Admin Asst. Daily/as needed Web highlights Building Admin Asst. As needed Our Office Welcome Principal Annually Vision, Mission & Goals Principal Annually Office Staff Building Admin Asst. Annually Counselor Office Counselor(s) Annually/as needed Handbook Building Admin Asst. Annually Supply list Building Admin Asst. Annually Health Services District Health Coordinator Annually Academic Department Building Admin Asst. Annually

4 Quicklinks Staff Directory District Tech Staff Annually/as needed Lunch Menus Food Service Staff As needed CommuniCAT Newsletter Supt. Admin Asst. As published Facilities Director of Finance & Operations As needed In the Know Supt. Admin Asst. As needed Supt s On! Supt. Admin Asst. As needed Building Quicklinks Building Admin. Asst. As needed Teacher Online-Presence Expectations Content Tool Update Frequency Grade level/building Team/grade/depart Information Learning Management System (LMS) by school term All Gradebook Student Information System Minimum Weekly Minimum Quarterly secondary elementary Homework Assignments LMS Minimum Weekly Minimum Quarterly secondary elementary Newsletter LMS weekly/biweekly elementary syllabus/handbook LMS by school term all classroom calendars LMS Weekly (daily as needed) all classroom announcements for students & parents LMS students--daily parents--weekly all

5 Phone Messages Received by Employees and Response to Messages Employees with a District 110-assigned phone number will create a voic message. The employee will include (1) the times he or she is available by phone and (2) a phone number for immediate assistance in the voic message. The employee will monitor voic messages on a daily basis and direct callers to another source if the employee is not monitoring the voic account during a period of absence. Employees are expected to return or respond to calls of significance (e.g., colleagues, parents, students) within one duty day and, in unique circumstances, within two duty days. Employees Response to s during the School Day Employees are expected to respond to s in a timely manner. Employees should utilize the Out of Office Assistant feature if they are not able to monitor and respond to their during a period of absence. Teachers are encouraged to communicate expectations to families as it relates to responding to calls and during the instructional day. Families should be aware that time-sensitive s and calls should be directed to the school office. Employee Limitations of Employees are to keep informational and directed only to the intended recipient. distribution lists are intended for educational purposes only; employees are not to solicit sales or services via District Use of and Electronic Technologies Employees will follow District 110 Policy 524 (Internet Acceptable Use and Safety) and its appendices related to the use of and electronic technology. Written Correspondence by Employees Employees are expected to respond to written correspondence of significance (colleagues, parents, students) within one duty day and, in unique circumstance, within two duty days. Monitoring of Communication Standards The direct supervisor will be responsible for monitoring employees adherence to the standards. Failure to follow the standards may result in disciplinary action. Cross References: District 110 Policy 406 (Public & Private Personnel Data) District 110 Policy 423 (Employee-Student Relationships) District 110 Policy 434 (Teacher Evaluation) District 110 Policy 515 (Protection & Privacy of Pupil Records) District 110 Policy 519 (Interviews of Students by Outside Agencies) District 110 Policy 524 (Internet Acceptable Use and Safety) District 110 Policy 806 (Crisis Management Policy)

6 Policy Adopted: March 10, 1997 Policy Amended: July 9, 2001 / July 2007 Policy Revised: August 2014 Independent School District No. 110 Waconia, MN

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