From Expected to Effective: Strategies to assess and modify

communication efforts that support partnerships with families

Presented by Pamdora WilliamsLaSPDG Staffwww.laspdg.org

@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

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Roll Call

• If you have not already done so, please use your chat pod and type your district/LEA that you are representing

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People First Language

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

“People First Language puts the person before the disability and describes what a person has, not who a person is.”

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

Old Lens

Current Lens

Systemic

Random Acts

Compliance

Add-OnOne-Time Project

Events Driven

Individual Responsibility

Deficit-Based/Adversarial

Strength-Based/Collaborative Sustained

Outcome Driven

Ownership & Continuous Improvement

Integrated

Shared Responsibility

family engagement – transformation definition

S e a r c h Web Search I’m Feeling Lucky

Family Engagement definitionwww.laspdg.orgFamily 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 definitionwww.laspdg.orgA well thought out process involving the entire school community, NOT a series of events to involve families….

Family Engagement definitionwww.laspdg.orgA 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

Family Engagement Transformation DefinitionFamily 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

COMMUNICATIONStating a Case for Investing in Strategic Home - School Communication

School diversity

Crisis Response

Inclusion

New Discipline Procedures

Safe-Schools

RtI

Anti-Bullying Policies

Testing

School Calendar

Achievement Gaps

Parent/Teacher Conferences

Back-to-School Night

Emails and text messages

Newsletters

School Websites

PTO/PTA

Conversations in the office lobby

Conversations in the community

Formal & Informal

Communication Conversations during arrival and dismissal

Notes home

Behavior

Grades & Student Progress Open House

Flyers

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 scheduleChild CareLanguage Do not understand the systemNegative 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 PLANStrategy 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 PlanningCommunication 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

Method

Verbal Communication

• Instructing • Following up• Asking for help• Revealing• Informally exchanging• Active Listening

Method

Teachers plan for all familiesNewsletters, website, parent teacher conferences, grade book

(for some students and families)Individual conferences as needed,

written communications addressing specific concerns, communication in

families everyday language,…

Home visits, “each one, take one”,

communication system that fits the

families’ needs

http://education.ohio.gov/getattachment/Topics/Other-Resources/Family-and-Community-Engagement/Framework-for-Building-Partnerships-Among-Schools/Communicating-with-Families.pdf.aspx

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Varied Approaches

Two-Way Communication

• Feedback loop makes communication two-way• Feedback and response system should be embedded in

communication efforts

Feedback

“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.”

Feedback from families…

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!

Feedback

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 FamiliesCommunication Planning TemplateWritten Communication RubricQuick Tips: Verbal and Electronic

Communication

Use a planning framework for communicating almost any topic with families!

ASSESSStrategy 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 patternso Overall effectiveness o Opportunities to make-up for parents who didn’t attend an

evento Enough support for support child with academics o Timeliness of notificationo Adequate ways to give feedbacko A person to contact for questions

• The families’ communication preferenceso Preferred methods of communicating informationo Suggestions for improvement

Poll

Which is the preferred method of communication according to families?

NewslettersSocial mediaParent portalEmail from the school/districtPhone calls

Parents’ preferred methods of communication

Increasing PreferenceIncreasing Preference

How parents want to communicate with school

http://www.nspra.org/

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/harvard-education-surveys

/

MODIFYStrategy 3: Modify Existing Communication Structures

Work SmarterNot 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 Workshopto

Parent and Child Time [PACT]

School website to

Website with family friendly zones

Title One Compactsto

Compacts linked to school goals

Helpful Resources and Toolshttp://www.laspdg.org/content.cfm?id=308&schoolyearID=5

Parent Teacher Conversations about Learning Protocol

Example Compact and quick tips

Will be discussed during February 5, 2014 webinar

REVIEW

Is communication planning necessary for building partnerships?

https://www.youtube.com/watch?v=vbyhao0FtaQ

A parent responds…..

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 StudentsEngaging Families of Middle & High School Students

Enhancing Partnerships with FamiliesAnne Henderson: Let's Go Beyond The Bake SaleCommunication with Families Building Home-School PartnershipsMaking Student and School Data Accessible and Meaningful to FamiliesUsing Technology to Improve Academic Success

Language Used in the HomesMy Dialect, My IdentityDialect or Disorder

Reminder: 2012-2013 Family Engagement Webinars on Demand !!!http://www.laspdg.org/content.cfm?id=308&schoolyearID=4

Virtual bookshelfhttp://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 pwilli@lsu.edu

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.

www.laspdg.org

We Want Your Feedback!

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