An effective communications program is a valuable asset for all school districts. Sound programs include the following:

It is critically important that people both inside and outside the school system know and understand what is happening that affects them personally. It is equally important that these same patrons and staff are afforded the opportunity to be heard and have their views considered in the decisions that affect them and the students.

Observations and Recommendations

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1.3.1    Observation

Even though the employees and community members spoke highly of the level and quality of communication from the superintendent and district, it would be beneficial to increase this activity.

Recommendation

It is recommended that the district develop, and the school board adopt, a comprehensive communications and public relations plan that details all avenues and processes for communication within the school district.

1.3.2    Observation

Comments were made that the existing quarterly community newsletter was going to be reduced to three times a year.

Recommendation

The community newsletter should instead be increased from the current four to eight publications during the year. It should be used to publicize events, programs, budgetary items, progress on construction, and any and all successes.

1.3.3    Observation

There is no end-of-year report presented to the board of trustees of the district’s educational programs, test results, financial status or student successes.

Recommendation

It is recommended that a written annual report be developed by the superintendent and presented to the board at the end of each fiscal year and then distributed to all employees and community members. The report should contain information that addresses how the district met its goals and objectives for the year.

1.3.4    Observation

Even though the written and electronic communications, as well as the visitations by the superintendent are positive, there is no formal employee meeting process with the superintendent.

Recommendation

It is recommended that a superintendent/employee communication council be formed with a representative from each school and work group. The council would meet with the superintendent each month during the school year to discuss events, rumors, and celebrate district successes.

1.3.5    Observation

Community members expressed concern about needing more information regarding the operation of the district.

Recommendation

Many school districts have identified "key communicators" who receive school board meeting agendas and other regular communications. This group serves as a key link in the dissemination of important information to the community. At the writing of this document the district has identified key communicators. It is recommended that a key communicators group be identified from the community to receive monthly board meeting and district information.

It appears that the communication for Pinehurst Elementary School and the Maintenance/Custodial Departments to explore some cost saving measures for the current year was not disseminated throughout the building. Some employees were not aware of the ‘assignment’ that may have directly affected them, as they believed they could have given some constructive assistance.

Recommendation

It is important that employees feel that their input is wanted and valued. Make sure that all personnel who are affected by a decision have the opportunity to respond and contribute to the solution.

There does not appear to be a technology plan in place by which patrons, board members, and district employees can refer for future district technology growth. There is no reference to the use of the J. A. and Kathryn Albertson Foundation monies ($250,000) in the plan. Technology inservice has been a concern as well. Not all faculties anticipate completing the state mandated technology competency exam.

Recommendation

An internal and external communication plan which keeps all publics informed needs to be in place. The need to gather input from the users of technology is imperative if an effective utilization of technology dollars is to be accomplished. There appears to be a ‘cottage industry’ form of economics taking place as it relates to technology. An effective technology inservice plan needs to be implemented and clearly communicated to all certified staff. Staff need to understand that it is a legislative mandate that 90% of all certified staff must pass the Technology Competencies or face a loss of accreditation of their school.

1.3.8    Observation

Many people in the community mentioned that the advent of the district newsletter was a plus to district communications, but wondered how the information in the newsletter could bring more patrons together in support of the schools. Their interest was for more than just lip service, as they wanted to know ways in which they could help support the schools. Communications should include short and long-term objectives as they relate to school projects, programs, and procedures.

Recommendation

It is recommended that the district assemble a committee that contributes to the contents of the district newsletter. The district might consider having a skilled patron serve as a co-editor of the newsletter and help generate articles and contents to its publication.