Schools are complex spaces with thousands of moving parts. Different people interact with schools – parents, students, teachers, and community members – all needing different information at different times. That information can change quickly when staff, policies, and needs change. Sometimes, too many systems are in place and changing at the same time, so families can receive conflicting information. You can combat confusion or frustration by creating a “One Stop Shop” – a Family Guide – for storing and updating dependable school information.
Cate Reed, seasoned administrator, current Senior Vice President of Teach For America, and Possip Reporter, explains how to create a guide for families with information they need to know.
Getting Started
1. Anticipate the needs of families.
Think through the various things someone might need to know to navigate the school community. In addition, consider having a Possip Bonus Question one week asking people their top topics they would like to have more information about in a guide! In this article, Back to School: Anticipating Parent Concerns, we present the top questions and needs families typically share through Possip at the beginning of the year.
2. Don’t reinvent the wheel!
Lots of schools have guides like this, either printed or online that you can reference for ideas. So, look around, find some samples you like, and use those to start.
3. Get to work on your guide.
Don’t overthink this. You can provide a printed copy at the beginning of the year, but the best place to house this guide is online. This way, families know where to access the most relevant and up-to-date information that you have.
How To Create a Comprehensive Guide For Families
1. Determine Scope
Be sure to determine the purpose and scope of what you want to share in the family guide. Is this everything or just a small set of things?
2. Gather Existing Resources
Ask faculty and staff what they are already using and compile those into one place to review. Then, let staff know that you are working on a single resource and when they should stop using their own versions. Also, give yourself ample time to sort through all the various guides and lists that are probably already in use.
3. Create the Guide’s Outline
The Basics!
- Name, location, and contact information of the school
- Brief history and mission statement of the school
- School day scheduling, including arrival and dismissal times
- Key leadership and administrative staff
- Enrollment: Admission requirements and criteria
- Application deadlines and procedures
- School operations calendar
Reading, Writing, and Arithmetic – Academic Information
- Curriculum and academic programs offered
- Information about class sizes and student-to-teacher ratios
- Information on academic achievements, awards, and recognitions
Get Involved!
- Details about extracurricular activities, clubs, and organizations
- Information on the Parent-Teacher Association (PTA) or similar organizations
- Community partnerships and outreach programs
- Before and after-school programs
- Ways for parents to get involved in the school community
Who Does What, When?
- Profiles of teachers, their qualifications, and experience
- Information about support staff, counselors, and other key personnel
Student Life
- Details about the school’s culture and values
- Information on diversity, equity, and inclusion initiatives
Policies, Procedures, and Protocols…Oh My!
- Anti-Bullying: Address procedures for preventing and responding to bullying, harassment, and cyberbullying
- Code of Conduct: Outline expected behavior for students, teachers, and staff
- Attendance: Define expectations for student attendance and procedures for dealing with absenteeism
- Discipline and Suspension: Describe the disciplinary process, including the types of behavior that can lead to suspension or expulsion
- Dress Code: Set guidelines for student dress and appearance
- Homework: Detail expectations for homework assignments, deadlines, and grading
- Grading and Assessment: Explains the school’s approach to grading, assessment methods, and the weight of assignments, tests, and other factors
- Safety and Emergency Response Plan: Outline procedures for handling various emergencies, including fire drills, lockdowns, and natural disasters
- Special Education and Inclusion: Describe how the school accommodates students with disabilities and promotes inclusivity
- Technology and Internet Usage: Set rules for the use of school technology and the Internet
- Grievance and Complaints Procedure: Provide a process for resolving disputes and complaints from students, parents, or staff
- Field Trip and Travel: Set guidelines for off-campus activities, including field trips and travel procedures
- Crisis Management and Response: Address how the school responds to crises, such as school shootings, natural disasters, or other emergencies
- Health and Wellness: Promote physical and mental health among students and staff
- Academic Integrity and Plagiarism: Define expectations for academic honesty and procedures for dealing with plagiarism
FAQs
- Answer the questions that families most often have for easy reference
- Consider creating a list of typical questions families ask that require unique answers related to their child or situation. List the best person the family should contact to get the information or action they need.
4. Finally, here are some additional things to consider:
- When to Update and Verify Information: Ensure that all information in your guide is accurate and up-to-date, and create a system to keep it up to date. Also, create a reminder weekly or biweekly to update any out-of-date information, and note when you updated it so everyone is in the know about when things changed. Consider having a consistent round-up tool where you share updates to this guide so that families can stay abreast of changes as they occur.
- Printing and Distribution: Decide whether you want to create a physical print guide or a digital one. In fact, you can make printed copies available at schools, libraries, community centers, and online. In addition, a digital version can be posted on a website or distributed through email – or consider a website.
- Languages: Consider language needs of your community. Also, provide translated versions of the guide, or a digital version that supports translation through technology.
- Feedback and Improvement: Encourage families to provide feedback on the guide, and be open to making improvements based on their suggestions.
- Promotion and Outreach: Make families aware of the guide’s existence through social media, community events, school meetings, and other relevant channels. Additionally, consider having families sign off on having reviewed it.
- Accessibility Considerations: Ensure that your guide is accessible to all, including individuals with disabilities. Make it available in different formats, such as large print or accessible PDF.
Creating a resource like this can take time and work to maintain, but the payoff and return is worth it! Families always appreciate knowing how to quickly find the information they are looking for. So, providing them a guide in advance can mitigate frustration and can free up more staff time to do their important daily work.
